3.9.2 Student Records
The institution protects the security, confidentiality, and integrity of student records and maintains special security measures to protect and back up data.
Judgement of Compliance:
Compliance
Narrative:
The University of Tennessee at Chattanooga (UTC) protects the security, confidentiality, and integrity of student records by employing strict measures to protect and back up data. The Records Office is the official custodian of student academic records. Detailed information pertaining to the maintenance and handling of student records can be found on the Records Office website. All records are backed up nightly on the University server and weekly on an off-site server.
All student records are maintained according to the Family Education Rights and Privacy Act (FERPA), State of Tennessee regulations, and guidelines established by the American Association of Collegiate Registrars and Admissions Officers (AACRAO). Access to personally identifiable information is limited to persons who have completed training by the Records Office regarding FERPA regulations and other limitations.
The University discontinued the use of social security numbers (SSN) as the primary individual identification number as of Fall, 2003. Students and employees are identified by a randomly generated identification number (abc123).
Other individual student records are also maintained in secure environments in the offices of the Dean of Students, University Health Services, Counseling and Career Planning Center, Office for Students with Disabilities, Office of Undergraduate Admissions, and Office of Financial Aid. FERPA regulations limit access and use of this personal information.
University Health Services (UHS) department is part of Erlanger Medical Center. Records are housed within the health services office and also on Erlanger computers. UHS adheres to HIPPA standards, and Erlanger is accredited by the Joint Commission on Accreditation of Healthcare Organizations (JCAHO).
The Dean of Students office retains records of student honor court and code of conduct hearings, as well as other personal records. These paper records are stored in a locked filing cabinet in the Dean’s office.
The Counseling and Career Planning Center utilizes a dual-lock system for storing paper student files and an independent server for storage of electronic records. Counseling records are retained for seven years, in accordance with Tennessee State law. The database is password-protected and is backed up daily.
The Office for Students with Disabilities (OSD) stores educational testing results in a locked file cabinet and retains electronic copies of those records in a password-protected database. The OSD staff is trained in proper handling of confidential information. Staff members are required to sign confidentiality statements regarding personal information.
Student admissions and financial aid application data is stored in the Banner student information system. Documentation received to support an application for admission or financial aid is scanned into the BDMS imaging software. Both Banner and BDMS databases are maintained and backed up nightly. Access to student records in the Admissions and Financial offices is granted only at a level commensurate with a staff member’s duties and responsibilities.Documentation:
- Records Office web page, Student Rights and Responsibilities: FERPA, Directory Information
http://www.utc.edu/Administration/Records/StudentRightsResponsibilities.php - Records Office web page: Family Educational Rights and Privacy Act
http://www.utc.edu/Administration/Records/ferpa.php - American Association of Collegiate Registrars and Admissions Officers
http://www.aacrao.org/ - Records Office web page: Personally Identifiable Information (FERPA)
http://www.utc.edu/Administration/Records/ferpa.php#PersId
