Standard:
3.9.2
The institution protects the security, confidentiality, and integrity of its
student records.
Compliance Rating: Compliance
Statement of Compliance: The University of West Florida protects the security,
confidentiality, and integrity of its student records.
To see the title of a given reference in the reference table at the end of the narrative and to access the
reference document, place the cursor on the bracketed reference number and click the left mouse button.
Narrative:
The University of West Florida follows the guidelines established by the Family
Education Records Privacy Act (FERPA) [1] in regard to the protection of student
educational records. Policies regarding academic records are addressed in Standard
3.4.11. Policies related to nonacademic student records are outlined in the Student
Handbook [2]. Specifically, students are notified of their FERPA rights in the Student
Educational Records [3] section, and of their options regarding student disclosure of
directory information in the Disclosure of Directory Information [4] section of the Student
Handbook.
Nonacademic student educational records are maintained in the following offices: the
Dean of Students; the Health Center; the Counseling Center; Financial Aid; and
Housing and Residence Life. Nonacademic records for students at the Ft. Walton
Beach campus are kept at the main campus.
The Office of the Dean of Students maintains student records for all academic and
nonacademic conduct violations. It also maintains student records for Student Disability
Resource Center. These records are accessible only to authorized program staff.
Appropriate locking mechanisms or physical security are maintained at all times.
The International Student Center transfers electronic tracking information on students
as required by law through the federally mandated and protected Student and
Exchange Visitor Information System (SEVIS) [5] network.
The University Judicial Office maintains student judicial records on a network judicial
database that is password protected and that possesses limited access to only full-time
University employees. All students working in the Office of the Dean of Students are
trained on confidentiality issues by the Office Manager at the beginning of their
employment. All requests for information on student conduct records are conducted
through this office and are released in compliance with appropriate federal and state
guidelines.
The University of West Florida Health Center maintains a clinical record system. The
system includes collection, processing, maintenance, storage, retrieval, distribution, and
safeguarding of clinical and other medical records. All records are treated as strictly
confidential and are protected from loss, tampering, alteration, destruction, and
unauthorized or inadvertent disclosure. Patient records and all clinical information
relevant to the care of a patient are readily available to health care practitioners who
observe established protocols for maintaining patient confidentiality. Policies have been
established which address the retention of active and inactive records [6] and response
to a subpoena [7]. The release of patient information is dependent on proper
authorization via the Authorization for Release of Confidential Information Form [8].
Patient information is not revealed to any other college or institutional personnel without
the informed consent of the patient, except in cases of extreme urgency where there is
an obvious “need to know.” Health information required as a condition of matriculation
is included as part of a student’s health record. Personal health care information is
shared, as necessary, between counseling staff and health care services staff to assure
continuity of care and to protect the health and safety of the patient without infringing
upon patient’s rights of privacy and the confidentiality of provider-patient disclosures.
The University of West Florida Counseling Center maintains a clinical record system
from which information can be retrieved promptly. The system includes collection,
processing, maintenance, storage, retrieval, distribution, and safeguarding of clinical
and other counseling records. The Counseling Center follows the Florida Department of
Health, Chapter 64B19-19 Psychological Records and Confidentiality regulations [9] for
retention of active records, retention and destruction of inactive records, release of
information contained in records [10], informed consent, and the response to subpoena
and court orders. Client records and all clinical information relevant to the care of a
client are readily available to health care practitioners who observe established
protocols for maintaining client confidentiality outlined in the above-cited rule.
Information is also shared between counseling staff and health service staff to ensure
continuity of care and to protect the health and safety of the client involved. Florida
State law [11] and professional ethics [12] guide the use of informed consent in order to
protect the privacy and confidentiality of clients.
The Financial Aid Office processes physical as well as electronic records. It is
important that both types of records be maintained in a secure environment. The
Financial Aid Office has established the following policy to ensure that the integrity of all
student records is not compromised. For physical records, the Financial Aid Office
maintains a centralized filing system that is secured by a fireproof combination door.
The 4-digit code is shared only with the Financial Aid staff. Student files that are being
processed by Financial Aid staff may be located in the office or workspace of staff. The
door of each staff member will be locked when the staff member leaves. If the
Associate Vice President for Enrollment Services requests a student file, the same
security procedures will be followed. Under no circumstances will student records be
taken from the campus without the written consent of the student.
Most student information is easily accessed electronically by the Financial Aid Office.
The information source is primarily an electronic record received from the Federal
Department of Education. This electronic record includes all the data provided by
students and parents on the FAFSA to determine eligibility for federal financial aid. The
Financial Aid staff also enters additional information provided by students on an
institutional form. In order to secure this information, Financial Aid staff will not
compromise PIN numbers. Staff will position computer screens away from student
traffic.
The Workstation Manager will conduct updates each semester for screen
authorizations. The Workstation Manager will determine which people require access to
student information and their purpose for using the information. Access will be denied
or revoked for those persons who are unable to provide legitimate reason to view
student records. The Workstation Manager is responsible for ensuring that the same
procedures followed by Financial Aid staff are followed by those outside of the Financial
Aid Office who would need to access the information.
The Office of Housing and Residence Life maintains a physical record for each resident
which contains their Housing Contract(s), assignment information, and financial
information related to their residency on campus. These records are centrally kept in
the main Housing Office in secure filing cabinets. Access to these records is limited to
the Housing and Residence Life staff and to the student assistants working in the main
office. These records are considered confidential and are handled in accordance
withthe Family Educational Rights and Privacy Act [13]. Additionally, the Office of
Housing and Residence Life maintains an electronic assignment and billing database.
This database is password protected and accessible only by authorized users.
Rosters are kept at each Area Desk in order to provide directory information for
residents. This directory information, which includes campus telephone number and
Post Office Box, is provided for all residents unless the student has requested the
information to be withheld through the procedures outlined in the Student Handbook
[14].
Student staff members who handle student records are provided initial training by the
Office Manager and are reminded regularly of the importance of maintaining
confidentiality related to student files. All staff members are responsible for the security
of files which includes proper filing methods, the prohibition of removing files from the
main office, and the locking of the office at the end of each day.
References:
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To return to the reference table, click the Back button. To return to your place in the text, place the cursor
on the R to the left of the title and click the left mouse button.
Live Link to
Original Source
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Titles are hyperlinked to the version
of document archived in UWF
SACS Compliance Certification Online Library
Family Educational Rights and
Privacy Act (FERPA)
Student Handbook, General
Information and Rights and
Regulation, pp. 36-65
Student Handbook-Educational
Records, p. 46
Student Handbook, Disclosure
of Directory Information, p. 46
Immigration Customer and
Enforcement, Web Site, Student
and Exchange Visitor
Information System
Student Health Center Policy Medical Record Maintenance
Policy, Student Health Center
SUPOENA , Subpoena for
Medical Records
Student Health Center,
Authorization For Release of
Confidential Information
Health, Florida Department of,
Chapter 64B-19-19,
Psychological Records and
Confidentiality
Counseling Center,
Authorization For Release of
Information
Florida Statutes (2001), 490,
Psychological Service
American Psychological
Association, Web Site, Ethical
Principles of Psychologists and
Code of Conduct
Family Educational Rights and
Privacy Act (FERPA)
Student Handbook-Educational
Records, p. 46
Warning: Live Web site links to
original sources may not display
same document as has been
archived in UWF SACS Compliance
Certification On-line Library; some
links may no longer be active
http://www.ed.gov/policy/gen/gui
d/fpco/ferpa/index.html
http://www.uwf.edu/uwfmain/stu
Handbk/
http://www.uwf.edu/uwfmain/stu
Handbk/
http://www.uwf.edu/uwfmain/stu
Handbk/
http://www.ice.gov/graphics/enfo
rce/imm/imm_sevis.htm
Notes
Same as 13
Same as 14
No Live Link Available
No Live Link Available
No Live Link Available
http://fac.dos.state.fl.us/faconlin
e/chapter64.pdf
No Live Link Available
http://www.flsenate.gov/statutes/
index.cfm?App_mode=Display_
Statute&URL=Ch0490/titl0490.h
tm
http://www.apa.org/ethics/code2
002.html
http://www.ed.gov/policy/gen/gui
d/fpco/ferpa/index.html
http://www.uwf.edu/uwfmain/stu
Handbk/
Same as 1
Same as 3