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3.9.2 The institution protects the security, confidentiality, and integrity of student records and maintains special security measures to protect and back up data. (Student records)
✔ Compliance Partial
Fayetteville Technical Community College (FTCC) is in compliance with this comprehensive standard. FTCC maintains all student records in accordance with Family Educational Rights and Privacy Act (FERPA). The retention and disposal of records follow the North Carolina Community College System Records Retention and Disposal Schedule guidelines. The College employs security measures, such as unique log-ins, passwords, and security profiles, to restrict access to its administrative computer systems.
FTCC diligently protects the security, confidentiality, and integrity of its student records, which are maintained in compliance with FERPA as summarized in the Academic Procedures Manual. Students are informed of the College’s policies and procedures regarding records in the Student Handbook. The public is made aware of the College’s FERPA regulations on the Registrar’s website.
Hard copies are maintained and destroyed according to the guidelines of the North Carolina Community College System Records Retention and Disposition Schedule. This document addresses the minimum length of time student records must be retained and the methods of archiving records. On-campus records slated for disposal follow the College’s shredding procedures. FTCC requires all divisions handling student records to adhere to these guidelines.
Documents, e.g., applications and transcripts, received in the Admissions Office are scanned to create an electronic file. The Registrar’s office stores and maintains the hard copies in a vault. To maintain data confidentiality, only Student Services’ personnel have access to physical and scanned academic documents.
Student Services staff require valid and current picture identification from students requesting information, including registration statements, transcripts, and copies of health records. Work Study students are required to sign a confidentiality agreement that explains FERPA requirements.
The Office of Special Populations secures, in locked filing cabinets, the medical and academic records related to students with disabilities. Only authorized personnel have access to these records.
The Dean of Health receives student medical records required by health programs. Relevant information from these records is distributed to the respective departments by use of a spreadsheet. Original student medical records/documents are secured inside locked file cabinets in the office of Dean of Health.
Student Services personnel, faculty, and staff regularly attend professional development opportunities concerning the security, confidentiality, and integrity of student records. All employees must abide by the Code of Ethical Conduct.
Procedures and guidelines for protection of student information are outlined in the FTCC Administrative Procedures Manual. Student electronic files are backed up daily using alternate locations for file storage. In the event of a disaster, the Continuity of Operations Plan (COOP) will be implemented to mitigate the emergency.
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