II.B.3.f The institution maintains student records permanently, securely, and confidentially, with provision for secure backup of all files, regardless of the form in which those files are maintained. The institution publishes and follows established policies for release of student records. Probing Questions Answer/Discussion Evidence (previous 5 Gap (yes/no; if a gap exist-explain) years, qualitative/quantitative, and reliable) What institutional policies Programs keep records College catalog Potential gap – Lack of centralized govern the maintenance of according to the Privacy Rights (online/hard copy) and forms to address release of records student records? Are records Governing Student Records program websites. of various departments. secure? Does the institution (FERPA & ED Code). have a policy for release of In addition some programs, such student records? as Financial Aid, Cal Works, and Health Center, comply with outside governing bodies. Student records are kept locked and secure onsite or on secure offsite locations. The M Drive allows for locked files with limited access. The Consultation File is one example. Individual programs have their own record release forms such as Registration & Records, EOPS, Financial Aid, ACCESS, and Health Center. These forms can be accessed on line.
II.B.3.f The institution maintains student records permanently, securely, and confidentially, with provision for secure backup of all files, regardless of the form in which those files are maintained. The institution publishes and follows established policies for release of student records. Probing Questions Answer/Discussion Evidence (previous 5 years, qualitative/quantitative, and reliable) Gap (yes/no; if a gap exist-explain) What institutional policies govern the maintenance of student records? Are records secure? Does the institution have a policy for release of student records? Programs keep records according to the Privacy Rights Governing Student Records (FERPA & ED Code). In addition some programs, such as Financial Aid, Cal Works, and Health Center, comply with outside governing bodies. Student records are kept locked and secure onsite or on secure offsite locations. The M Drive allows for locked files with limited access. The Consultation File is one example. Individual programs have their own record release forms such as Registration & Records, EOPS, Financial Aid, ACCESS, and Health Center. These forms can be accessed on line. College catalog (online/hard copy) and program websites. Potential gap – Lack of centralized forms to address release of records of various departments.