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

Administrative ResponsibilityIn accordance with the Family Education Rights and Privacy Act, 1974, as amended, and to ensuremaximum safeguards against indiscriminate distribution of information contained in students' personalacademic records at University of South Florida, only authorized University personnel will discloseinformation of a confidential nature (i.e., information not normally available to the general public).Information may only be released to the students themselves, to a parent/guardian claiming thatstudent as a dependent (as demonstrated through provision of a copy of the parent/guardian's mostrecent federal income tax return), or to a third party upon receipt of an original written release signedby the student concerned.Certain exceptions to this includes authorized University personnel acting within the student'slegitimate interest; organizations conducting studies for educational and governmental agencies;accrediting agencies; appropriate persons in case of health or safety emergencies; agencies oroffices in connection with the student's applications for receipt of financial aid; governmentalofficials as identified by public laws; and an appropriate official in response to a court order orsubpoena. Without a signed release, the University can make only "directory information" availablefor public use in campus directories, publicity of events, honors, and the like.Electronic data are a vital asset owned by the University. All institutional data, whethermaintained in the central database or copied into other data systems including microcomputers,remain the property of University of South Florida. Access to data is not approved for useoutside an individual’s official University responsibility. Computerized, institutional data shallbe used only as required in the performance of legitimate University of South Florida business.Supervising administrators shall ensure a secure office environment with regard to the studentinformation system. Administrators shall validate the access requirements of their staff accordingto job performance before submitting requests for the provision of access. Under nocircumstances shall anyone use institutional electronic data (in detail or summary) in anypublication, seminar or professional presentation, or otherwise release data in any form outsidethe University without prior written approval from the appropriate data custodian. Data shallnever be left on any system to which access is not controlled. Although the University mustprotect the security and confidentiality of data, the procedures to allow access to data must notunduly interfere with the efficient conduct of University business.All who use institutional data have the right to expect the data to be accurate.Access to Official University RecordsThe following outlines the requirements and limitations for University offices to observe beforesubmitting requests for the provision of access for inquiry and update capability to theUniversity’s official records. All employees shall be held accountable for data security.Access will be awarded only after appropriate tailored training is received. Entries to Banner’sGeneral system (person or non-person) tables affect the overall integrity of the database usedthroughout Banner systems and modules. Failure to abide by the following outline for creatingand maintaining general entity records will result in removal of access.