[Oacrao-l] Student Record Access

[Stringfellow, Alan]

Hi Pamla,

When you mention "student information", does that include any student records associated with a student's admission, registration, and/or graduation file?

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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From: Armstrong, Pamla R. [mailto:parmstro at ecok.edu]
Sent: Monday, June 27, 2011 9:31 AM
To: Stringfellow, Alan; oacrao-l at lists.onenet.net
Subject: RE: [Oacrao-l] Student Record Access

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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