Comprehensive Standard
3.9.2
The institution protects the
security, confidentiality, and integrity of student records and maintains
special security measures to protect and back up data. (Student
records)
aCompliance ___Partial Compliance ___Non-Compliance
Narrative:
Lawson State Community College protects the security, confidentiality, and integrity of student records and maintains special security measures to protect and back up data. The College is also in compliance with Alabama State Board of Education (Policy 809.01): Student Records: General (Student Records Manual Functional Analysis) regarding the handling of student records. The Family Educational Rights and Privacy Act of 1974, as amended (FERPA), govern the release and access to educational records. This Act is made available to faculty, staff, students and the public through the Student Catalog and Handbook, (Students Records FERPA) in the Student Records Policies and Procedures Manual, (Records 2009 Policy Manual) and on the College’s website (Family Educational Rights and Privacy Act) The policy is distributed annually at fall registration (Notification of Student Rights). Other policies and procedures regarding the security and integrity of student records can be found in the Faculty/Staff Handbook under the Computer Crime Act (Student Records Computer Crime Act Policy), Access to Information Systems and Electronic Communications (LINK), Information Sensitivity, (Student Records Information Sensitivity Policy) and Information Resources Security. The Students Records Policies and Procedures Manual contain detailed policies and guidelines regarding student records security.
The security, confidentiality and integrity of student records is the primary responsibility of the Office of Student Records which is administratively housed in the Student Services unit under the Vice President for Administrative and Student Services. The college secures data in accordance with the American Association of Collegiate Registrars and Admissions Officers, the Alabama Association of Collegiate Registrars and Admissions Officers guide and the Alabama College System Functional Analysis & Records Disposition Authority. (Student Records Manual Functional Analysis) Records are identified by record type and assigned a code from the state manual. All records including student admission, educational academic transcripts, financial aid, and financial accounts are digitized and maintained on the College’s AS/400 computer system. Users must have a valid identification and password to access specific menus assigned to them based on user requirements/needs. Randomly generated student identification numbers are the primary means for student access to the system with the capabilities of using social security numbers. This is a means of protecting students from identity theft. The numbers are also used to help prevent unauthorized access to student records.
Student
information includes documents submitted to the College and electronic data
housed in various forms on the College’s computer network. Documents submitted
by each applicant for admission to the College are scanned into the electronic
document imaging and stored on a dedicated server. As applicants become
officially registered students, scanned documents are written to optical disks
(permanent media) and stored in a jukebox for backup and retrieval. Recently
generated documents for currently enrolled students are also scanned into the
document imaging system’s server for permanent retention and retrieval.
Further, images of current student documents are simultaneously burned to an
optical disk jukebox (permanent media) for backup. Existing physical files of
former students are prepared and scanned into the electronic document imaging
system as another means of retention. Redundancy of storage is accomplished
through use of a dedicated server and optical disk stored in a jukebox
housed offsite away from the Birmingham Campus-the site of the primary
servers. Document images that are scanned are backed up each business
day.
The AS/400 is located in a restricted access area of Building A. Access to the facility is controlled by a code lock. The Management Information System (MIS) is the central hub for the College’s Enterprise Resource Planning (ERP) system, Alliant, college wide network (intranet) and associated servers, Internet, and the distance learning support platform. It is imperative to have sufficient physical access safeguards implemented. The College’s Management Information System completes a back-up of student records daily. Network Operations Center (NOC) based servers and network equipment configurations are backed up regularly by the MIS department for the purpose of recovery in the event of a hardware or software failure. The MIS department provides nightly full backups of college wide email, web, database, application, and file servers. Backups are also replicated to a mirrored backup system to escape any damage from a hardware or software failure to the main backup system.
Students have access to their information via the Lawson State online system. The information can only be accessed using the student’s randomly-generated student number or social security number and a personal identification number (PIN). The system allows students to register online, view grades, review their degree plans, as well as, explore others, pay fees, and update address and telephone number. Requests for changes to educational records, i.e. withdrawals, drop / adds, program of study changes must be made in writing using the appropriate forms. A table of downloadable forms is available on the Admissions / Records page of the College website. Students may make requests for change of information at either campus using a multi-purpose Change of Record Request form including change of name, address/contact information, and program of study. Administrative withdrawals from a course or the college may be completed for one of the following reasons: never attending class, failure to fulfill conditions of registration if allowed to register on a conditional basis, failure to pay applicable fees, disciplinary action, or misrepresentation of required information.
Faculty advisors and counselors have access to student
records through the online system. All College personnel have identification
numbers, through which they may access relevant modules or programs within the
administrative software system containing student information. Faculty may post
student grades directly into the administrative software system via online
access or direct connection. In the event of a grade change, the Change of Grade form must be submitted by the
instructor, signed by the respective department chairman, dean and the Vice
President for Instructional Services. The form is then submitted to the Records
Office for processing.
Procedures
for Access
The Office of Student Records has a list of educational records maintained by the College. The Registrar or other Office of Student Records staff may require that a college official be present when a student inspects and review his/her educational records. A student should submit to the Registrar a letter that identifies the record(s) he/she wishes to inspect. If the records are not maintained by the Registrar, the student is advised of the correct official to whom the request should be addressed.
Amendment of Education Records
A student may ask for amendment of a record that he/she believes is inaccurate or misleading. The student should make the request in writing to the Dean of Students, clearly identify the part of the record requesting to be changed, and specify why it is inaccurate or misleading.
Release of Directory Information
The College may release directory information to others without the necessity of obtaining permission from the student. If a student does not wish the directory information released, he or she may indicate by notifying the Registrar in writing at the time of registration, and the College will withhold the information during that particular semester. The request for nondisclosure of directory information should be renewed each semester. Directory information is not disclosed to private or profit making entities other than employers, prospective employers or representatives of the news media. Directory information will be released only on the condition
Release
of Educational Records
The student must submit a written request in the Record’s office and specify the records to be released, the purpose of the disclosure and the party and address to which information is to be released. All requests must have the student’s signature in the space provided for signature. The Office of Student Records maintains records of all requests and disclosures of personally identifiable information from the educational records of a student except for information requested in writing by the student and directory information.
Release of Transcript
The office of Student Records will release a transcript of a student’s academic record only upon written request of the student. The request for the transcript release must bear the signature of the student along with identifying information. Official transcripts are not issued to the student but to the institution, official, or agency listed on the request.
Retention of Student Records
Each student transcript, grade sheet, and grade change request is a permanent document of the College and will be maintained indefinitely. All other student records are maintained in accordance with the Alabama College System Functional Analysis and Records Disposition Authority approved by the State Records Commission.
Facsimile (FAX) Transmission of Student
Records
Lawson State Community College will accept verified faxed transcripts from high schools within the College’s service area as official. The College reserves the right to require an official transcript by mail. The Office of Student Records will honor requests to fax transcripts to other institutions provided a written request by the student is received. Telephone requests are not honored. Transcript requests will not be honored for any student who has outstanding academic or financial obligations in any of the administrative offices of the College.
Documentation:
|
Documentation |
Location |
|
Alabama State
Board of Education Policy 809.01: Student Records: |
|
|
Student Records Manual Functional Analysis |
|
|
Federal
Educational Rights and Privacy Act of 1974 (FERPA), page 28 of the LSCC
Student Catalog and Handbook |
|
|
LSCC Student
Records Policies and Procedures Manual, page 5 |
|
|
Student Records Policy Manual |
|
|
FERPA on the
LSCC website |
|
|
Annual Notification of Students Rights Flyer |
|
|
Alabama College System Functional Analysis & Records Disposition Authority |
|
|
Computer Crime Act |
|
|
Admissions and Records On-line Forms |
|
|
Admissions information on LSCC website |
|
|
Student Records Information Sensitivity Policy |
|
|
Information Resources Security |
|
|
Student Records Office Downloadable Forms |
|
|
Admissions / Records Web Page |
|
|
Change of Records Request |
|
|
Change of Grade |
|
|
Computer Crime Act |
|
|
Student Records Information Sensitivity Policy |