[Oacrao-l] Student Record Access

[Armstrong, Pamla R.]

We break down permissions to student data as follows:

 

1.        Faculty can get access to any student's information who are
assigned to them as an advisee or who have a major in the department in
which they teach.  They have access to their own grade rosters with
entry permissions.

2.       Department chairs can get access to any student's information
who are assigned to them as an advisee or who have a major in the
department for which they are the chair.  They have access to their own
grade rosters with entry permissions and they have view grade only
permissions for grade rosters of faculty who are in their department.

3.       Deans can get access to any student's information regardless of
advisor assignment or major.  They have access to their own grade
rosters with entry permissions and they have view grade only permissions
for grade rosters for faculty who are in their colleges

 

These permissions are applicable to both current and former students.

 

We do not allow faculty to be assigned as an advisor until they have
been through advisement training seminars and have been mentored during
a priority advisement/enrollment session.

 

Hope this helps.  

 

Pamla Armstrong

East Central University

 

From: oacrao-l-bounces at lists.onenet.net
[mailto:oacrao-l-bounces at lists.onenet.net] On Behalf Of Stringfellow,
Alan
Sent: Monday, June 27, 2011 8:47 AM
To: oacrao-l at lists.onenet.net
Subject: [Oacrao-l] Student Record Access

 

I know that many institutions in Oklahoma scan and image either current
and/or deactivated student records.  I am curious how many of you allow
faculty access to a portion, or all of your student records.
Historically we have not allowed faculty access student records, but a
situation has recently occurred in which the subject has surfaced again
at OCCC.  I have always been very hesitant to provide access to faculty,
especially since we don't have a formal FERPA training program at
OCCC... but I may be in the minority these days.   If you get a moment,
could you reply and let me know how your institution responds to such
requests to student record access?

 

Thanks,

Alan     

 

 

Alan Stringfellow, M.ED.

Registrar

Oklahoma City Community College

7777 S. May Avenue

Oklahoma City, OK  73159

405-682-7522

 

 

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