A
question has arisen concerning the extent to which academic departments and
certain other units should respond to the must statements in Section 4.7
Student Records. These guidelines are
intended to address that question. The
short answer is, “Tell us what you do so that we can suggest ways we can all
improve.”
There
are four must statements in Section 4.7:
4.7-1 The
institution must have adequate student records for both credit and
non-credit courses.
4.7-2 The
institution must take all steps necessary to ensure the security of its
student
records, including storage in a
secure vault or fireproof cabinet.
4.7-3 The
institution must have policies concerning what constitutes the permanent
record of each student, as well as
policies concerning retention and disposal of
records.
4.7-4 It must
establish and publish information-release policies which respect the rights
of
individual privacy, the confidentiality of records, and the best interests of
the
student
and institution.
The Office of the Registrar is responsible for
institutional policies related to official student academic records, and does,
in fact, house the student records in a fireproof vault. The portion of Section 4.7 of the Self-Study
Report that deals with narrative responses to must statements will
therefore be based primarily on information provided by the Registrar on all
aspects of student records.
However,
the Self-Study must be analytical and must go beyond mere compliance with the Criteria. It must thoroughly examine all aspects of
the institution. Therefore, it is
appropriate to ask all academic departments (as well as the academic deans, the
Provost, the vice chancellors for Business Affairs and for Public Service and
Extended Education, and the offices of Enrollment Affairs, Admissions,
Financial Aid, Student Academic Support Systems, Honors Scholars Program,
International Programs, Career Services, Dean of Students, and Student
Development Services) to report what kinds of student records they maintain,
and what policies they have, especially concerning student record
confidentiality and security. (Examples
of such records or policies include, but are not limited to: advising folders, sensitive information duplicated
from students’ official records, grade records, exams, health records,
disability letters of accommodation, student employment records, and policies
regarding posting grades on office doors, locking advising folders in a file
cabinet at night, proper handling of degree audits, etc.)
Only
by collecting information on current practice can the Section 4.7 Subcommittee
systematically analyze UNCW’s efforts in the area of student records and
suggest improvements—and that is a main goal of the Self-Study: to
improve. One possible outcome may be an
improved means of informing new faculty of proper procedures for protection of
student records, and policies governing their use. The Self-Study may also serve as an opportunity for departments
and units to commit to paper current “policies of practice.” Recall (see the Criteria, p. 21)
that:
It is implicit in every requirement in the Criteria
for Accreditation mandating a policy or procedure that the policy or procedure
be in writing, be approved through appropriate institutional processes, be
published in appropriate institutional documents accessible to those affected
by the policy or procedure, and be implemented and enforced by the institution.
Thus if a “policy” is not written, it is not a policy. Similarly, if it is not approved, or not
published, or not implemented, or not enforced, it is not a policy.
In summary, except for
the Registrar, don’t focus literally on the must statements in Section
4.7. Instead, describe your policies
and procedures involving student records, and while you’re at it, think about
ways you might improve your own operations.
Developed after consultation with Subcommittee 4.7, the
chair of Section IV, and the Steering Committee.
September 1, 2000