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