UW-Colleges PRISM System Access Form
Section I (to be completed by system user)
_________________________________
Name(First, Middle, Last)
___________________
Date of Birth
_______________
PRISM ID number
____________________@uwc.edu
UW email
________________________
Working Title
_________ _________________
Campus
Campus Phone
__________________________
UW office
Type of employee: Instructor ___ Advisor ___ Student ___ LTE ___ Permanent ___
I have read the UW Colleges PRISM System Security Policy Statement that accompanies this authorization application, and which is
incorporated by reference into this authorization. I understand my responsibilities and obligations regarding data security and
confidentiality. I am aware that failure to comply with security and confidentiality procedures or deliberate abuse of computer
facilities can result in loss of access privileges and disciplinary action, including termination of employment, criminal prosecution, and
civil suit.
________________________________
_____________
Signature
Date
Section II (to be completed by campus supervisor)
User’s Functional Area (circle all that apply):
SS – Student services
BU – Business Office
AC – Academic/Instructional PI – Public Info
LI – Library
AD – Admissions TR – Trio
RO – Registrar
DS – Data Services
FA – Fin Aid
If the employee has duties/tasks similar to those of a current employee, please identify the current employee: ____________________
If the employee is replacing another employee, please identify the former employee: _______________________________________
Admissions:
Central ___
High ___
Staff ___
Student ___
View Only ___
Financial Aid:
Super ___
Director ___
Coordinator ___
General ___
Campus ___
Bursar ___
Proc ___
Advisor ___
Student Financials:
Central All ____
Central Staff ___
Central Student ___
Campus Staff ___
Campus Student ___
Library ___
View Only ___
Miscellaneous:
3C Group:__________________________________
Service Indicators ____ (see pages 2 & 3)
Inquire ___
_________________________________________
Campus Supervisor Signature
_____________
Date
Student Records:
Central ___
High ___
Medium ___
View Only ___
Curriculum ___
Collaborative ___
Other:
Net Admins ____
DE Online ____
HelpDesk ____
Developer ____
Instr./Advis. ___
Update ___
____________________
Telephone Number
Campus Supervisor: Send the original authorization for to the appropriate central office area manager (registrar, financial aid director,
admissions team lead, business manager, or PRISM security administrator). Keep a copy of the form for your files. The user will be
notified when the authorization process has been completed, and the user can access the system.
Section III (to be completed by Central staff)
____________________________________________
Admissions Office Signature Date
___________________________________________
Financial Aid Office Signature Date
____________________________________________
Student Financials Office Signature Date
___________________________________________
Student Records Office Signature Date
___________________________________
Student Financials Primary Permission List
____________________________________________
PRISM Security Administrator
Date
Srvc Ind
Code
Srvc Ind
Reason
Long Description
Short Description
Student Financials Service Indicators
BSO
BD
Bad Debt (Collection Agency)
Bad Debt
BSO
BIC
Busoff Internal Collections
BOIntColl
BSO
BKS
Bookstore Charges or Rental
BkStr/Rntl
BSO
DOR
Dept of Revenue
DeptRev
BSO
FAADJ
Financial Aid Adjustment
FA Adjust
BSO
HSG
Housing Charges
Hsg Chgs
BSO
NSF
NSF Check Received
NSF
BSO
NTC
NOTICE SENT
NoticeSent
BSO
OTH
Other Misc Holds (keys, equip)
Other
BSO
PRK
Parking Fine/Permits
PRK FINES
BSO
TU/FE
Tuition and Fees Unpaid
TUITI/FEES
DOE
RFND
Do Not Allow Refund
No Refund
END
END
Enrollment Deposit Unpaid
EnrollDep
FAP
RFND
DO NOT ALLOW REFUND
NO REFUND
LIB
LIB
Library Fines and/or Book Repl
Libfinebks
PPA
SGND
Signed Payment Plan Agreement
SignedPPL
RFP
RFND
Do Not Allow Refund
No Refund
SDC
SDC
State Debt Collection - No Pmt
SDCNoPmt
WO
WO
Write-Offs
Writeoff
Admissions/Student Records Service Indicators
ADM
ACT/S
ACT /SAT Scores Required
ACT/SReq'd
ADM
COLTR
Final College Transcript Req'd
FnlCollTsc
ADM
HSTR
Final HS Transcript Req'd
FinalHStsc
ADR
DENGL
Developmental English
Dev Engl
ADR
DMATH
Developmental Math
Dev Math
ADR
NASCI
Natural Science Class
Nat Sci
ADR
NSFEE
New Student Fee
NSFEE
ADR
SOSCI
Social Science Class
Soc Sci
ADR
SSKLS
Study Skills
StudySkls
BSN
BSN
BSN TRANSCRIPT HOLD
BSN TRN HD
DIS
DIS
Suspended for Dis Rsn
SusDisRsn
DPR
DPR
Disciplinary Probation
DiscProb
ENR
CH14E
UWS Chapt. 14 Expulsion
UWS Ch14EX
ENR
CH17E
UWS Chapt. 17 Expulsion
UWS Ch17EX
ENR
CHP14
UWS Chapt. 14 Suspension
UWS Ch 14
ENR
CHP17
UWS Chapt. 17 Suspension
UWS Ch 17
ENR
DEG
Must declare plan of DEG
DegPln
ENR
NRG
New Registration On Campus
NewReg
ENR
SPL
Spl Student Open Registr Date
SPL Reg Dt
FEE
APFEE
Application Fee Paid
App Fee Pd
FEE
APFEW
Application Fee Waived
AppFeeWaiv
FEE
APFEX
Application Fee Exempt
AppFeeExem
NFA
NFADV
New Freshman Advisor Hold
NF ADV HLD
ORN
ATDOR
Attend Orientation
Attnd ORN
ORN
ORFEE
Owe Orientation Fee
ORN Fee
REG
REG
Registration Hold
Reg Hold
SAD
AAH
Academic Advisor Hold
Ac Adv Hld
SAD
ADV
Advisor Hold
Advisr Hld
SAD
ARS
At Risk Student
ARS Hold
SAD
HSS
HS Special or Youth Options
HS/YOP
SAD
KSD
KSCADE Youth Options
KSCADE
SAD
PRB
Probation
PRB Hld
Place
Release
Both
SRA
OTHER
Other
Other
SRA
PARNT
Parent
Parent
SRB
OTHER
Other
Other
SRB
PARNT
Parent
Parent
SRC
OTHER
Other
Other
SRC
PARNT
Parent
Parent
SRF
OTHER
Other
Other
SRF
PARNT
Parent
Parent
SRR
OTHER
Other
Other
SRR
PARNT
Parent
Parent
SSH
DIRHL
Student Services Director Hold
SSDirHold
SSH
SSHLD
Student Services Hold
SS Hold
TRN
2TRAN
Student has 2 transcripts
2TRAN
TRN
GBY
Official Record-UW Green Bay
TLGBY
TRN
MIL
Official Record-UW Milwaukee
TLMIL
TRN
MSN
Official Record-UW Madison
TLMSN
TRN
NOVER
Transcript not verified
TranVer
TRN
PKS
Official Record-UW Parkside
TLPKS
WPT
PTFEE
Owe Placement Test Fee
WPT Fee
WPT
TKWPT
Take Placement Tests
Take WPT
ZAD
ZAM
Satisfactory Acad Progress-MAX
SAP Max
ZAD
ZAP
Satisfactory Academic Progress
SAP Fail
ZAD
ZSD
Student Stafford Loan Default
Staff Dflt
ZAL
ZGF
Federal Grant Repay Pell/SEOG
Fed Repay
ZAL
ZGR
UWCOL Grant Repay Pell/SEOG
UWC Repay
ZAL
ZPD
Student Perkins Loan Default
Perk Deflt
ZAL
ZPE
Student Perkins Loan Exit
Perk Exit
ZAS
ZDO
Wisconsin Delinquent Obligor
DelinqObli
ZAS
ZET
Wisconsin HEAB Exceeds Terms
Term Limit
ZAS
ZNO
Wisconsin HEAB Not on Roster
HEABNoRost
ZAS
ZNR
Wisconsin HEAB Non-Resident
HEAB NonRs
ZAS
ZRA
Wisconsin HEAB App Rejected
HEAB Rejct
ZAS
ZRC
Wisconsin HEAB Recalculation
HEAB Recal
ZAS
ZWL
Wisconsin HEAB Not Funded
HEABNOFUN
ZAT
ZGF
Federal Grant Repay Pell/SEOG
Fed Repay
ZAT
ZGR
UWCOL Grant Repay Pell/SEOG
UWC Repay
ZAT
ZPD
Student Perkins Loan Default
Perk Deflt
ZAT
ZPE
Student Perkins Loan Exit
Perk Exit
ZSP
ZSAPT
SAP Hold One Term
SAP Term
ZTR
ZTF
Fall Academic Transcript
Tran Rqst
ZTR
ZTS
Spring Academic Transcript
Tran Rqst
ZTR
ZTU
Summer Academic Transcript
Tran Rqst
Financial Aid Service Indicators
UW COLLEGES ACADEMIC RECORD AND PRISM SYSTEM SECURITY POLICY STATEMENT
In accordance with policies set by the State of Wisconsin Department of Administration and the University of Wisconsin System, the UW Colleges has
established a unified set of security measures for access to the UW Colleges academic records and Student Administration System. The security
measures serve four general purposes:
1. to secure critical data from accidental or intentional abuse;
2. to protect the privacy of the university's students with respect to the data that is stored in the system;
3. to provide access to enable an authorized UW Colleges employee to perform the general and specific job duties outlined in his/her position
description;
4. to maintain satisfactory PRISM operation for the benefit of all users.
Individuals who are authorized for academic record and/or PRISM access are required to keep PRISM information completely secure and confidential.
Sharing of academic record/PRISM information may be done only when both a need to know and a right to know can be demonstrated. When there is
any question whether the sharing of information with another party constitutes a need to know and a right to know, the individual should consult with the
campus Student Services Director or the UW Colleges registrar's office. Failure to comply with security and confidentiality procedures or deliberate
abuse of computer facilities can result in loss of access privileges and disciplinary action, including termination of employment, criminal prosecution, and
civil suit.
The UW Colleges provides each authorized PRISM user with a logon id (a unique, public, personal identification) with which to access the system. Each
user must associate a private password with his/her logon id and s/he shall never disclose the password under any circumstances. In order for the
security mechanisms to work effectively, each user shall accept full responsibility for all actions performed on the PRISM under his/her logon id, and
shall never allow any other person, deliberately or through carelessness, to use the PRISM under his/her logon id.
PRISM users will be initially assigned to a "user group" based on their specific job title and responsibilities. Each user grouping will specify the system
screens available to members of the group and the level of access (QUAD) for each screen. QUAD refers to the four levels of PRISM access to any
particular screen or data element as follows: Q = query, U = update, A = add, D = delete. Users who have applied to, or been enrolled at, a UW
Colleges campus will be prevented from having access to their own records within the PRISM.
The initial approval for access to the PRISM by campus employees will be made on the campus as follows:
- campus business office users must be approved by the business manager.
- campus student services office users must be approved by the student services director.
- all other campus users must be approved by the student services director.
Approval for access to the PRISM by central office employees will be made by the area managers for each of the major functional areas (registrar,
financial aid, and business office).
Approval for access will be granted in writing on the "UW Colleges PRISM System Access Authorization Form" that must be forwarded to the central
office for additional approval by the user area managers (registrar, financial aid, and business office managers will be required to approve access if the
prospective user will have update, add, or delete access privileges to programs controlled by that area manager's office). Upon approval in the central
office, the form will be forwarded to the Data Services Office for the provision of PRISM logon id access. All approval forms will be kept in the Data
Services Office for audit purposes.
FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT OF 1974
The federal Family Educational Rights and Privacy Act of 1974 (known as FERPA or the Buckley Amendment), as amended, generally prohibits the
release of student data, with limited exceptions including "Directory Information", without the student's written authorization. In addition, the Act provides
each enrolled (or formerly enrolled) student the right to restrict the release of his/her "Directory Information".
As a representative of the UW Colleges, each person (including the PRISM user) who has access to academic records has a responsibility to comply
fully with the law and the institution's implementation of FERPA. Violation of the law can harm the student and may have serious consequences for the
UW Colleges. Questions about the confidentiality of student information may be directed to the campus Student Services Director or the UW Colleges
registrar's office.
All requests from a student to review his/her academic record file should be referred to the campus student services office. For information about the
student academic record review process, consult the section titled "Rights of access to student records" in the UW Colleges Catalog.
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:
1.
The right to inspect and review the student's education records within 45 days of the day the University receives a request for access.
Students should submit to the Assistant Campus Dean for Student Services written requests that identify the record(s) they wish to inspect.
The Assistant Campus Dean for Student Services will make arrangements for access and notify the student of the time and place where the
records may be inspected. If the records are not maintained by the Assistant Campus Dean for Student Services, the Director shall advise the
student of the correct officer to whom the request should be directed.
2.
The right to request the amendment of the student's education records that the student believes are inaccurate or misleading. Students may
ask the University to amend a record that they believe is inaccurate or misleading. They should write the University official responsible for the
record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the University decides not to
amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to
a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when
notified of the right to a hearing. If the decision is not to amend, the student will have the right to place a statement in the record commenting
about the contested information.
3.
The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that
FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to school officials with
legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or
research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University
has contracted (such as an attorney, auditor, National Student Clearinghouse or collection agent); a person serving on the Board of Trustees;
or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing
his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or
her professional responsibility. Upon request, the University may disclose educational records without consent to officials of another school in
which a student seeks or intends to enroll.
4.
The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University of Wisconsin Colleges to
comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:
Family Policy
Compliance Office
U.S. Department of Education
600 Independence Ave., SW
Washington, DC 20202-5901
5.
You should be aware that, under the Act, the UW Colleges construes the following to be directory information which is available to the public:
name, address (including e-mail address), telephone number, date of birth, dates of attendance, part-time/full-time status, degrees and awards
received, major field of study, participation in officially recognized activities and sports, and previous educational institution attended. No other
information will be released to a third party, except as provided by law, without your prior consent. In addition, you have the right to inform the
UW Colleges that the above information cannot be released without your prior consent. If you choose to have directory information restricted,
you should file the appropriate request form in the campus Student Services Office.
6.
Each UW Colleges campus may publish a Dean's List to honor students with high grade point averages. You may request that your name be
deleted from the public announcement of the Dean's List.
For further information see the following: www.uwc.edu/registrar/ferpa.asp, UW College Academic Catalog, UW College Student Handbook.
Any questions concerning FERPA may be referred to the Office of the Registrar.