What are Student Records? - Office of the Provost and Executive ...

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Section III. Physical Security of Student RecordsPhysical Security Guidelinesü All employees regardless of level sign both an Employee Code of Responsibility for StudentRecords Information and a Statement of Confidentiality of Student Records.ü All student records are maintained in a secure environment.ü No documents or reports containing protected student information are ever left on receptiondesks/counters or in other areas open to view and/or access by students and visitors.ü All student records are removed and/or secured before leaving an unsecured work area.ü All computer monitors are positioned so that a student’s electronic record cannot be viewedby other students or unauthorized persons.ü No students or student workers have authorized access to completed Grade Rosters or GradeChange Forms prior to receipt by the Office of the Registrar.ü All Grade Rosters, Grade Change Forms and graduation certification forms are carefullyreviewed.ü No student is authorized to hand-carry or deliver signed Academic Regulations CommitteePetition Forms, Grade Rosters, Grade Change Forms, or other similar documents detailingsignificant updates to the student’s own record.ü The list of employees assigned access codes to unlock and enter the Student Records Vault(SVC1027) is maintained by the Associate University Registrar of Operations for the Officeof the Registrar, access by code is monitored by date and time by Physical Plant, and accesscodes of employees upon termination or transfer are revoked by deletion.ü All irregularities or missing student records documents are reported immediately to theOffice of the Registrar.Office of the Registrarü No student workers to participate in grade processing, grade change processing, and degreeposting processing.ü University seal and validation equipment when unattended.ü All diplomas, transcript paper, and change of grade forms in a secured area.ü Semesterly updated academic transcripts on all student employees available for review forunauthorized student record changes.Touchpad and Security Codesü The inner office(s) have been deemed a secure area with admittance granted only to thoseindividuals with a need for access. Access is controlled by an electronic lock that allowsonly those individuals with the security code to enter. The access security code is changedevery 180 days.ü The Office of the Registrar is protected during the hours of non-operation by an electronicalarm system. This system, when activated, alerts the University Police when an intruder isin this secure area. Access to this system is limited to a minimal number of Registrar’s officestaff. The access security code is changed every 180 days.
Records Retention GuidelinesStudent records custodians and managers of academic and administrative units are responsiblefor complying with records retention periods and destruction procedures. Requirements forretention and destruction are detailed in the General Records Schedule GS5 forUniversity/Community College Records issued by the Florida Division of Library andInformation Services (March 1996). This document lists the student records schedule byseries/types and designates the minimum period for retention. When student records have metretention requirements established by one of these records schedules, a Records DestructionRequest Form, LS5E107, signed by the records custodian may be submitted to initiate disposal.The completed forms should be sent to the Director of Purchasing, ADM 185l, who after localauthorization will forward it to the Florida Division of Library and Information Services for stateapproval. The request must be submitted and approved before actual destruction is carried out.When records are destroyed, notations must be made in the disposal certificate section of the preapprovedRecords Destruction Request. After the disposal certificate section is completed, theform must be retained permanently by the records custodian for future reference.A complete copy of the March 1996 General Records Schedule GS5 for University/CommunityCollege Records and the Records Destruction Request Form LS5E107 can be found in theappendix of this document. Questions regarding the disposal of student records should bedirected to the designated records custodian. Information about the physical disposal/destructionof student records and information is found in the section, “Destruction Disposal Guidelines.”Destruction/Disposal GuidelinesThe disposal of Student Records must occur in accord with retention schedules, after destructionapproval is granted and then in a secure manner. Any document (paper, form, microfilm, report,etc.) that contains personally identifiable student information, even if it is not considered to be anofficial student record, cannot simply be placed in the trash. Such documents include but are notlimited to computer-generated reports/lists, microfilm/fiche, notes, letters/memos, and forms.There are three basic ways to dispose of paper documents that contain personally identifiableinformation. The appropriate method should be chosen for each office based on the volume ofmaterials and the availability of shredders or recycling bins.Shredding – any document with personally identifiable information can beshredded and then placed either in a recycle bin or in the trash.Sensitive Material Recycling - locked recycling bins designated forconfidential materials if they are available.Burning – any document with personally identifiable information can beburned.
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Page 6 and 7: Where Are USF Student Records?AndWh
Page 8 and 9: the right to request amendment of r
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Page 14 and 15: to defray production costs involved
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Page 18 and 19: 6. Review our use of social securit
Page 20 and 21: Sample Employee Code of Responsibil
Page 24 and 25: Visitor GuidelinesWith the exceptio
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