Section III: Programs

(Educational Programs Standards for All Educational Programs)

3.4.11.  The institution protects the security, confidentiality, and integrity of its student academic records and maintains special security measures to protect and back up data.  

JUDGMENT OF COMPLIANCE

Compliance.

NARRATIVE/JUSTIFICATION FOR JUDGMENT OF COMPLIANCE

Northeast Alabama Community College demonstrates compliance in protecting the security, confidentiality, integrity, and preservation of student academic records. The college’s academic records are maintained by the Management Information Services department located in the Pendley Administration Building. Access to academic records is controlled both physically and by access policies of the college. Record integrity is maintained for both printed and computerized records, as outlined below:

Physical Access

The MIS Department, AS/400, and PC servers are located within a restricted access area in room 129 of the Pendley Administration Building. Keys to this area are not a part of any master key program and are limited to MIS staff and the Dean of Administrative Services. In addition, one key is maintained in a locked cabinet for emergency access by maintenance staff. Student records are maintained in a locked, fireproof vault with separate access.

Records Access and Confidentiality

Records access is governed by Public Law 93-380, the Family Educational Rights and Privacy Act (FERPA) policies published in the student handbook section of the college Catalog, available both in print and online. This policy limits the release of student data to directory information specifically set forth in the policy.  Students are allowed to opt out of these releases upon written request. Releases of student academic data are allowed to NACC officials with legitimate educational interests through the use of access lists implemented through AS/400 logon accounts. All other releases are by written request.

Records Integrity

Paper records including academic transcripts of students who have not attended since Spring Quarter 1985 are maintained in the fireproof vault located in the MIS office. (These records are backed up on microfilm, which is stored in the Admissions Office.) The transcript records are static; therefore, regular backups are not performed. Computerized records are maintained on the direct access storage of the AS/400 in the MIS office. Backup of data is performed on a daily basis and stored in the regular records vault.  A weekly data backup is stored in the records vault in the business office in the Wallace Administration Building. A comprehensive system backup is performed each term and maintained offsite in the vault of North Jackson Bank in Stevenson, Alabama.  Data entry of grades is validated by the use of a dual data entry by different personnel within the MIS Department.

Paper originals of student registration, drop/add forms, and grade rolls are maintained in the student records vault. These records are maintained and destroyed according to policies set forth in the State Records Manual adopted by the State Department of Archives and History. The records custodian required by these policies is the Dean of Administrative Services.

The MIS Coordinator/Assistant Registrar officially represents NACC at the annual conference of the Information Services Association of the Department of Postsecondary Education, which includes updates on the interpretation of FERPA. The Coordinator reports that all workshops regarding student records include guidelines concerning security, confidentiality, and integrity.

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