Definitions, cont. - Office of the Registrar

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UCSB Office of the Registrar
Fall Kick-Off 2013
Agenda
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Welcome and Introductions
General Announcements
Cloud Computing/Protecting Student Data
UCSB Answers Knowledgebase Project
Course Waitlist Project
Degree Audit Updates
Degree Audit Reporting Tools
Master Course Approvals
• Intermission/Raffle
• Serving Active Duty Military and Veterans
• FERPA Training
Introducing…
new staff members
Sharon Wang
Data Manager and Help Desk Support
Kimberly Bell-Fitch
Student Services Representative
Donald Orr
Financial and Administrative Assistant
And staff members in new roles…
Alma Gonzalez
Assistant Residency Deputy
Lisa Morrill
Transcript Processor and Scheduling Assistant
And new to the Reg Tech Team…
Josh Anderson
Manager, Registrar Information Systems
Nikhil Singh
Software Developer
General
Announcements
iSIS
• A HUGE thank you to everyone who
worked to make this project successful!!!
• Please continue to report any incorrect
behavior or errors
– To report a bug, click on the “Feedback”
button in the header or the “Email us” link
in the footer of the iSIS page.
– If neither of these options work, send an
email to:
[email protected]
Other Announcements
• Minors in GOLD
– For help contact Sara Cook at
[email protected]
• Document view in AAA
– If you need access, have your MSO request it
using the Access Request System at
https://apps.sa.ucsb.edu/star/depts/deptlogin.asp
Cloud Computing
and
Protecting Student Data
Keri Bradford
Marketing, Design, and Social Media Coordinator
Don Lubach
Associate Dean, First Year and Graduate Initiatives
UCSB Answers
Knowledgebase Project
Anthony Schmid
Associate Registrar for Systems
What is a knowledgebase?
• A database intended for knowledge
management
• Provides a means to collect, organize, and
retrieve knowledge.
• Often used for FAQs, Tutorials, Reference
data, etc.
• Wikipedia would be an example on a grand
scale
Goals of the Project
• There are two problems we’re hoping to solve:
1. A large number of the questions asked by students via
phone or email are general policy questions which
have answers that already exist on our websites
2. We get asked questions that are outside of our
domain
• Goals:
– Make it easier for a student to get at an answer so that
they don’t need to contact an office
– Encourage buy-in from other units around campus so
that a student can ask any question and get the right
answer regardless of where they ask it.
IntelliResponse
• Vendor product for FAQ style knowledgebases.
• The user enters a question in plain English
– “How do I apply?”
– “Can I take a course Pass/No Pass?”
– “Does your school offer <blank> major?”
• The system returns the best matching response
– After the first 6-months most IntelliResponse
customers will have a >90% success rate for getting
the correct match the first time
IntelliResponse
• The vendor routinely checks on the ‘health’ of the
knowledgebase
– Are questions being asked that don’t have an answer?
– Are students using a term that the system doesn’t know
how to handle?
– Are there questions in our database that are too specific
and are never being asked?
• Includes lots of other features:
– Related questions
– Top 10 lists
– Lots of reporting functionality
• Interface will be hosted by IntelliResponse
UCSB Answers - Status
• Initial population of the database is underway
• IntelliResponse provided us with a list of almost
300 of the most commonly asked questions at
other institutions.
• We’re in the process of getting all of these
questions answered plus any custom questions
• Some of those 300 questions involve departments
that are not currently active participants in the
project and we will be consulting with them as
necessary.
UCSB Answers – Focus Groups
• Once population of the database is completed,
focus groups will begin
• Focus groups will consist of students asking
the system as many questions as possible
• The target is to ask 300-1000 questions
UCSB Answers - Participants
• Departments currently planning to provide FAQs:
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Office of the Registrar
Office of Admissions
Office of Financial Aid & Scholarships
Office of Student Life
Housing & Residential Services
BARC
Graduate Division
• Not all departments will be going live at the same
time
UCSB Answers
• Other institutions currently using
Intelliresponse:
– Stanford: http://studentaffairs.stanford.edu/askjane
– Temple University: http://admissions.temple.edu/
• Ask an Owl at the bottom of the page
– University of Miami:
http://miami.intelliresponse.com/undergraduate/
Course Waitlist
Course Waitlist – Goals
• Closer integration with the Student
Information System
• UI in systems already used by constituents:
– Student interface in GOLD
– Staff & Faculty interface in eGrades
• Automation of the process to move a student
from the Waitlist and into the class as space
becomes available.
Course Waitlist – Two Styles
• Basic Waitlist
– First-come, first-served
• Advanced Waitlist
– Allows the Department/Instructor to prioritize students
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Major/Department
Unit Total
GPA
Repeat status
• Waitlists will be set up at either the Course or
Primary (Lecture) level
Course Waitlist – Sign Up
• Waitlist functionality will not be active until the start
of Registration Pass 2.
• If courses are full (based on scope of waitlist) after
clicking add, student will be given the option to enter
approval code or add to waitlist.
• They will be provided up front with any notes from
the department, criteria being used, and waitlist
enrollment
• Student will specify any enrollment codes covered by
the waitlist that would be acceptable.
Course Waitlist – Sign Up
• Students will be restricted in the number of units of
waitlisted coursework that they may add
– The current plan is to restrict the total such that the number
of enrolled units plus the number of waitlisted units do not
exceed the maximum for the pass.
– The AS President polled around 100 students and the
majority preferred this mechanism
• The goal is to make it so that the waitlist numbers are a
better estimate of demand
• Reason for not opening the waitlist on Pass 1 is to
encourage students to add 12 units of actual coursework
before waitlisting any courses
Course Waitlist – Adding Classes
• When a space becomes available, if a waitlist is
active, students will still be directed to the waitlist
• On a scheduled basis, a process will run which
will add the top ranked student based on waitlist
criteria to the course.
• Student will be notified via email
• The workgroup felt that automatically adding the
student would encourage the student to take a
more active role in managing their waitlist
enrollments
– More accurate estimate of demand
Course Waitlist – Adding Classes
• Workgroup had considered notifying the student and
giving them 24 hours to take action, but had a number
of concerns
– Transactions would be limited to the student’s pass times
which greatly restricts the timeframe during which we
could process adds
– For pre-req heavy majors, the transition from Winter to
Spring would be problematic
• Drops of students not meeting pre-reqs would occur on Thurs or Fri
of Spring Break.
• That would only give 3-4 days to assign the remaining spaces
Course Waitlist – Adding Classes
• Auto-Enrollment would stop at some predetermined point
– Most likely: first day of class
• Once auto-enrollment ended, spaces could be
dispensed via approval code.
Course Waitlist – Backup Courses
• Student Feature Request:
– A feature requested by some of the student members of the
workgroup was to have course switching built into the
waitlist.
– If a student’s first choice course (Course 1) was full, they
would enroll in their second choice course (Course 2).
– They would then add themselves to the waitlist for Course
1 and then indicate that they would like to have Course 2
dropped if they got a space in Course 1.
– This waitlisted course would then not count against the
waitlisted unit limit.
Degree Audit
Updates
Sara Cook
Assistant Registrar for Academic Services
Degree Audit - Announcements
• Departments who offer undergraduate minors can now
“declare” students in the minor via STAR (Data entry
menu – Minor maintenance).
• If you have questions on:
– How to add a minor to a student’s record
– How to cancel (remove/close) a minor on a student’s record
– How to run reports showing students in your minor(s)
Please contact Sara Cook - [email protected] –
x8962
• If you do not have access to the Minor maintenance
screen in STAR, please request access via the
REGAccess website.
Thank You!
A HUGE thank you to all department and
College staff who have worked on the DARS
project!
Degree Audit
• Majors completed since Fall 2012
– Geography
– Physical Geography
– Actuarial Sciences
– Statistics
– Religious Studies
– French
– Italian Studies
– Classics
• 96.82% of undergraduates in released majors or undeclared
Degree Audit
• Departments currently in process
– Theater and Dance
– Linguistics
– Comparative Literature
– Germanic, Slavic, and Semitic Studies
– East Asian Languages and Cultural Studies
– Earth Science
– Music
• 1.72% of undergrads in majors in “test”
• 1.46% of undergrads in majors left “to do”
Reminder!
• For major degree audits which are released to undergraduate
students in GOLD, the Office of the Registrar uses these
degree audits as the final degree check for graduating students.
• When complete, a copy of the degree audit is archived in AAA
and is available for the student to view in GOLD.
• Students are notified via U-mail when their final degree check
(archived degree audit) is available in GOLD.
• Questions? Please contact Academic Services at x2633 or
[email protected]
What’s next?
• Double major degree audits
• Degree audits with minors
Degree Audit
Reporting Tools
Degree Audit Reporting Tools
• Using the AAA degree audits, we can query
students’ course data or requirement data in
batches.
• We can look for:
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All courses applied to the major
GPA: <2.00; >3.5; etc.
All students with area X unfulfilled
What course did students take to fulfill area Z?
Other?
• Email [email protected]
Master Course Approvals
Sean Woods
Scheduling and Publications Manager
Sean O’Shea
Scheduling Systems Manager
Master Course
Approvals
MCA Deadlines:
• Link to deadlines: http://registrar.sa.ucsb.edu/mcadeadline.aspx
• 8-10 Month lead time for new courses and updates
to existing courses
Effective Quarter
• A good rule of thumb:
– Submissions should be made with an effective
date that is after a quarter that is in production.
• i.e. if the proof cycle has started for W14, the
effective date for a submission should be S14 or
later
• Avoid multiple MCA submission for the same
course with overlapping effective quarters
Master Course Approvals
• Submissions consist of:
• New courses
• Course modifications
• Course discontinuations
Master Course Approvals
• Discontinue a course:
• Select a future quarter for
quarter of discontinuation
New and Modified Courses
• Use the “Summary of Changes”
field to describe type of change
or submission being made
Instructor Changes
• Instructor changes don’t need to be
submitted as course modifications
• Email [email protected] with course
instructor change information.
Fields Related to
Modifications/New Courses
• Instructional Activity Type
– Choose an IAT appropriate to the course
– Make sure to choose “LECSA” if the course
is a Lecture that also has a Secondary (i.e.
discussion section, lab or fieldwork)
Primary/Secondary Type
• Select a Primary Type that corresponds to the
selected Instructional Activity Type
– If IAT type is LECSA, indicate whether or not the
secondary is required and choose a Secondary Type.
Course Description
• Descriptions should be concise
– Limit to 40 words or less
– Truncate unnecessary subjects and use present
tense:
• “Introduces the history of…”
not:
“This course will introduce the history of…”
Example:
Examines history of science and technology during the Cold War,
with primary focus on the United States. Topics examined include:
science/state relationship, arms race, the military-industrialacademic complex, Big Science, government secrecy,
McCarthyism, the space race, environmentalism.
Course Restrictions
• All Upper-division courses must include one
or more prerequisite or restriction:
– A “restriction” includes:
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Level Limit
Major Limit
Course Prerequisite(s)
or “Other Restriction”
Course Restrictions:
Course Restrictions
• Note: A quarterly offering of a course can be
MORE restrictive than what is coded at the
MCA level, but not LESS restrictive
– For example:
• Major Restrictions at the quarterly level can be more
exclusive but not more inclusive than what been coded
at the MCA level
• If “Letter Grade Only” is coded at the MCA level, the
course cannot be coded as “Optional Grading” at the
quarterly level.
Repeats Section: Repeat Options
• This section only needs to be completed if the
course is repeatable for additional credit
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Number of times course can be repeated
Maximum Units overall
Maximum Units of credit in major
“99” units can be used in cases where the course
has unlimited repeats
Repeats Section:
Crosslisting & Repeated Courses
• Dropdown Menu Explained:
– Hover over any blue link to see
an explanation of the fields.
Crosslisting & Repeated Courses
• Courses are typically only “Cross-Listed” with courses from
other departments
– The course is the same, but listed under two different departments
• When a course has changed its number, the “Former
Number” must be listed here. It MUST have effective dates.
• Fill in the “Through” quarter to be the same as the Effective
Quarter that the new course is starting.
Crosslisting & Repeated Courses
• An “Illegal Repeat” is a course that is similar enough to
another course that you can’t take both, but they’re not
exactly the same
– The course can not be taken at all if a student has taken the course entered
as an illegal repeat
• If a repeat does not fall into any of the categories
described above, it should be listed as an “Other
Repeat.”
• Effective dates are optional for illegal and “Other
Repeats.”
A Note on Crosslistings
• When submitting a change to a crosslisted
course, an identical MCA change must also be
submitted to the crosslisted department’s
corresponding course.
– i.e. if SOC 55 and HIST 55 are crosslisted, both
departments must submit identical changes if the
course is being modified
Crosslisting & Repeated Courses
• If the repeat information coded above is good, leave this
marked as “No” (which is the default anyhow)
• If the repeat information for this course, as stated in the
“Repeat Comments” box below, is too complicated to code
in the fields above, change this to “Yes.”
Intermission…
Raffle!
Serving
Active Duty Military
and Veteran Students
Jon Parra
Veteran and Military Services Coordinator
[email protected]
(805)893-4724
Veterans Resource Center, Bldg. 477,
Room 109
Who Are Our Student Veterans?
• The best and the brightest
• More than 2 million men and women
have deployed to Iraq or Afghanistan.
• Over 1 million veterans have utilized
the post-9/11 G.I. benefit.
VA Benefits
The Montgomery “GI BILL” of Rights (1944)
Veterans Educational Assistance Act (2008)
“Post – 9/11 GI Bill”
Students utilizing VA benefits must adhere to strict guidelines in:
- Academic status
-Approved course work
-Academic performance
Presidents Executive Order 13607:
Establishing Principles of Excellence for
Educational Institutions Serving Service
Members, Veterans, Spouses and Other Family
Members
*NOT THE SAME AS THE DEPARTMENT OF DEFENSE MOU
Presidents Executive Order 13607:
- Section 2.g – Provide educational plans for all
individuals using Federal military and veterans
educational benefits that detail how they will
fulfill all the necessary requirements to graduate
and the expected timeline of completion
- Section 2.h – Designate a point contact for
academic and financial advising to assist service
members and veteran students and their families
with successful completion of their studies and
with their job searches.
Points of Contact:
Office of Student Life
Jon L. Parra
Coordinator Veteran & Military Services
[email protected]
X4724
BARC
Eric McCurdy
Manager, BARC
[email protected]
x5382
Office of the registrar
Gina Funderburgh
VA certifying Official
[email protected]
X8905
College of Letters & Sciences
Jack Rivas
Academic Advisor
[email protected]
x2948
Financial Aid
Cesar Fernandez
[email protected]
X2733
CAPS
Kirsten Olson, Ph.D
[email protected]
x4411
The Risk of Suicide is Serious!
• VA reports:
• 18 suicides per day among the entire
veteran population
• 1,000 suicide attempts per month.
• Women veterans are 2-3x more likely
to commit suicide than non-veteran
women.
UCSB Counseling and Psychological
Services 24-hour line
805-893-4411
Questions??
FERPA
Marsha Bankston
Associate Registrar for Student and
Academic Services
Family Educational Rights and
Privacy Act
• Family Educational Rights and Privacy Act (FERPA)
– Also known as the Buckley Amendment
– Statute: 20 U.S.C. § 1232(g)
– Regulations: 34 CFR Part 99
• UC Policy 130: Policies Applying to the Disclosure
of Information from Student Records
• UCSB Policy: Student Education Records –
Disclosure of Information
Primary Rights of Students Under FERPA
• Right to inspect and review education records
• Right to seek to amend education records
• Right to have some control over the disclosure
of information from education records
• Right to file a complaint
Subpart A – General
§ 99.1 To which educational agencies and
institutions do these regulations apply?
FERPA applies to all educational agencies and institutions that
receives funds under any program administered by the Secretary of
Education.
– Educational institutions means: schools or other entities that
provide educational services and are attended by students
– Educational agencies means: entities that are authorized to direct
and control public elementary or secondary, or postsecondary,
institutions
§ 99.3 Definitions
Education records
Records that are:
– Directly related to a student
– Maintained by an educational agency or institution or by a
party acting for the agency or institution
Also see:
UC Policy 130, Section 130.20
UCSB Policy, Section II.A
Definitions, cont.
Exceptions to education records –
– Sole possession records
– Law enforcement records
– Employment records (unless contingent on attendance)
– Medical records (disclosed only to those individuals providing
treatment)
– Alumni records
Also see:
UC Policy 130, Section 130.234
Definitions, cont.
Personally Identifiable Information (PII)
PII includes:
– Student’s name
– Name of student’s parent or other family members
– Address of the student or student’s family
– Personal identifier – SSN, student ID number, biometric record
– Indirect identifiers – date and place of birth, mother’s maiden name
– Information alone or in combination that is linked to a specific student
that would allow a person (without personal knowledge of the
circumstances) to identify the student
Also see:
UC Policy 130, Sections 130.240 & 130.70
Definitions, cont.
Directory Information
Information not generally considered harmful or an invasion of
privacy if disclosed.
UCSB Policy Section II. B. has classified the following as
directory information:
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Student name
Local, permanent and email addresses
Local telephone listing
Date of birth (month and day only)
Major field of study
Class Level
Degrees and honors awarded
Dates of attendance
Last school attended
Number of course units enrolled
Participation on officially recognized organizations
Name, weight, and height of participants in intercollegiate athletic teams
Cannot include SSN
Definitions, cont.
FERPA regulations state institutions may release directory
information.
Institutions are not required to release information and should not
if:
– NFR (Not For Release) request on file
– Suspicious of caller’s intent
– Release would be invasive to the student’s privacy
UCSB policy states:
– Information not listed as directory information is considered confidential
and cannot be released to a third party without the student’s written
consent …unless…
• Such disclosure is considered an exception (Regulations: 34 CFR Part 99.31,
UC Policy 130: Section 130.721, and UCSB Policy: Section III.B.2.b)
Definitions, cont.
Disclosure
To permit access to or the release, transfer, or other communication of
PII contained in education records by any means (oral, written,
electronic, etc.), to any party except the party identified as the party that
provided or created the record.
Authentication prior to Disclosure
Both FERPA and UC Policy (Section 130.724) requires the University to
use reasonable methods to authenticate the identity of any parties to
whom disclosure of PII is made, including but not limited to parents,
campus or University officials, and students who are requesting their
own records.
Definitions, cont.
Record
A record is defined as any information maintained in any medium,
including but not limited to:
– Handwriting
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Video or audio tape
Computer media (including University email)
Film
Print
Microfilm and microfiche
Also see:
UC Policy: Section 130.220
Definitions, cont.
Student
Any individual who is or has been in attendance at an
institution; and regarding whom the institution maintains
education records.
Also see:
UC Policy: Section 130.211
Third Party
Any individual other than the student, including parents,
guardians, spouses and other family members.
Also see:
UCSB Policy: Section III.B.1
Primary Rights of Students Under FERPA
• Right to inspect and review education records
• Right to seek to amend education records
• Right to have some control over the disclosure
of information from education records
• Right to file a complaint
Subpart B – Inspection and Review of Education Records
§ 99.10 What rights exist for a student to inspect
and review education records?
Institutions must:
– Comply with requests within 45 days *
– Provide copies of the student’s records only if failure to do so
would effectively deny access
– Withhold destroying records if a request for access is pending
* UC Policy (Section 130.40) states that inspections should be allowed within a
reasonable period of time, but should occur no later than 45 days from the date the
request was received.
Also see:
UC Policy: Section 130.220
UCSB Policy: Section V.A.3
Inspection and Review, cont.
§ 99.12 What limitations exist on the right to
inspect and review education records?
If the records contain information on more than one student, the
requesting student may inspect, review, or be informed of only the
specific information about his or her records.
An institution does not have to permit a student to inspect and
review education records that are:
– Confidential letters and statements of recommendation
• Regarding admission, application for employment, or receipt of an honor or honorary
recognition – if the student has waived his or her right to inspect and review those
letters and statements *
– Financial records of his or her parents
* UC Policy: Section 130.60 provides more information on waivers of access rights
and limitations.
Primary Rights of Students Under FERPA
• Right to inspect and review education records
• Right to seek to amend education records
• Right to have some control over the disclosure
of information from education records
• Right to file a complaint
Subpart C – What are the Procedures for
Amending Education Records
§ 99. 20, § 99.21, § 99.22
Once a student identifies a record he or she believes to contain
inaccurate or misleading information:
– The institution must decide within reasonable period of time
whether to amend as requested
– If institution decides not to amend, the student must be informed
of his/her right to a hearing
– After the hearing, if the decision is still not to amend, the student
has a right to insert a statement in the record
Primary Rights of Students Under FERPA
• Right to inspect and review education records
• Right to seek to amend education records
• Right to have some control over the disclosure
of information from education records
• Right to file a complaint
Disclosure, cont.
Not for Release (NFR)
UC Policy: Section 130.713 – 130.716
UCSB Policy: Section V.A.1-2
Current and former students may submit a Request to Restrict form anytime.
There is no time limitation. Requests apply to directory information only and
remain in effect until the request is rescinded.
When responding to requests regarding a NFR student, the reply should be,
“I show no information for the person in question.” Don’t use the word
‘student’ in the response.
Students who select NFR cannot refuse disclosure of directory information to
prevent the University from:
– Disclosing of permissible information to federal, state or contracted
agencies (UC Policy, Section 130.721)
– Disclosing –or requiring a student to disclose– the student’s name, Perm
number, or Umail address in a class in which the student is enrolled
Subpart D – Disclosure of Personally Identifiable
Information From Education Records
§ 99.30 Under what conditions is prior consent
required to disclose information?
Except for specific exceptions under UC Policy 130.721, a student
shall provide a signed and dated written consent before a school
may disclose education records. The consent must contain the
following:
– Specify records that may be disclosed
– State purpose of disclosure
– Identify party or class of parties to whom disclosure may be made
Disclosure, cont.
§ 99.31 Under what conditions is prior consent
not required to disclose information?
The exceptions to prior consent are found in UC Policy 130.721.
A few examples where prior consent is not needed…
– Campus and University officials determined to have legitimate
educational interests in records (Sections 130.280 and 130.290)
– Schools in which a student seeks or intends to enroll
– Federal, State, and local educational authorities conducting an audit,
evaluation, or enforcement of education programs
– In connection with financial aid
– Agencies contracted by the institution to perform specific services
Disclosure, cont.
§ 99.32 What recordkeeping requirements
exist concerning requests and
disclosures?
FERPA requires institutions to maintain a record of requests
and disclosures.
– UC policy requires campuses to maintain a record of
each student data request
– UCSB policy requires all requests for student data be
referred to the Office of the Registrar
Also see:
UC Policy, Section 130.80
UCSB Policy, Section V.B.1
Disclosure, cont.
The recordkeeping requirement does not apply if the request
was from, or the disclosure was made to:
– The student
– A properly designated campus official for a legitimate educational
purpose
– A party with written consent from the student
– A party seeking directory information
– A party with a law enforcement subpoena or court order in which the
student has been notified in advance of compliance with the order or
subpoena.
• Risk Management is responsible for accepting and processing subpoenas. In
most circumstances, they will notify the student prior to the release of any
information.
Also see:
UC Policy, Section 130.80
UCSB Policy, Section V.B.1
Disclosure, cont.
§ 99.33 What limitations apply to the
redisclosure of information?
Both FERPA and UC Policy (Section 130.722) require an institution to inform
the receiving party of the following when disclosing information from education
records.
– The recipient of the information must be informed that they may not further
disclose without the written consent of the student
– The recipient may use the information only for the express purposes for which
the disclosure was made
NOTE: These requirements do not apply to disclosures made pursuant to court orders
or subpoenas, or to students, or to disclosures of directory information.
Disclosure, cont.
Annual Notification
§ 99.7 How must institutions inform students of
their rights?
Institutions must annually notify students in attendance of
their rights under FERPA.
UCSB’s Annual Notice is available in the General
Catalog and on the Guide to Student Records web page
on the Office of the Registrar’s web site.
Other Important Reminders
FERPA rights transfer from the parents to the student once:
– the student turns 18, or
– enrolls in college-level course work at a postsecondary
institution (regardless of age).
FERPA rights end when the student is deceased.
– Information from the student’s education record may be released
to the family as determined appropriate on an individual basis by
the Office of the Registrar.
Under no condition can the student’s social security
number be used when authenticating identification or in
order to confirm directory information to a third party.
Primary Rights of Students Under FERPA
• Right to inspect and review education records
• Right to seek to amend education records
• Right to have some control over the disclosure
of information from education records
• Right to file a complaint
Subpart E – What are the Enforcement Provisions?
§ 99.60-99.67
Students who feel their FERPA rights may have been violated
may file a complaint with the Office of the Vice Chancellor for
Student Affairs.
The Family Policy Compliance Office is authorized by the
Secretary of Education to investigate, process, and review
complaints and violations under FERPA.
FERPA violations may result in:
– The loss of federal funding
– Disciplinary action, including the possibility of termination of
employment
Protecting Students’ Privacy
FERPA protects the privacy of all educational records, regardless
of the medium in which those records are maintained.
All University employees with access to education records must
preserve the confidentiality, security, and integrity of UCSB’s
information systems and the data contained within.
Improper maintenance, disposal, or release of information about a
current or former student exposes the University to significant
risk.
Any unauthorized release, access, or disposal of confidential
student information must be reported to the Registrar and the
Chief Information Security Officer.
Enforcement, cont.
Standard Security Practices
Employees should never:
– Disclose, share, or loan your usernames and passwords to anyone
– Disclose confidential student information to anyone without prior written
consent of the student
– Disclose confidential student information to campus personnel unless
they have a legitimate educational interest
Employees should take reasonable measures to restrict
unauthorized persons from viewing confidential information.
– Never leave your computer or laptop unattended while logged into a
system or application without appropriate screen locking (e.g., passwordprotected screen saver)
– Never leave personal log-in information (e.g., username, password, etc.)
in view of unauthorized persons
– Never download student data to a flash drive, a personal laptop or
desktop, send files to a personal email account, or store student data on an
unencrypted, unsecured server
FERPA Resources
Family Policy Compliance Office U.S. Department of Education
(202)260-3887
Informal requests for technical assistance:
[email protected]
[email protected]
Websites:
http://www.ed.gov/policy/gen/guid/fpco/index.html
http://www.aacrao.org
UC Policy 130: Policies Applying to the Disclosure of Information from Student Records
Website:
http://policy.ucop.edu/doc/2710533/PACAOS-130
UCSB Policy: Student Education Records – Disclosure of Information
Website:
http://www.policy.ucsb.edu/policies/policy-docs/student-ed-records-disclosure.pdf
UCSB FERPA Training
Quiz - https://my.sa.ucsb.edu/ferpatraining/
Quick Reference/Matrix - http://registrar.sa.ucsb.edu/downloads/ferpabro.pdf
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