1. Purpose

   To provide a coherent approach to dealing with expanded access to records contained in the Student Information System.

2. Policy

   As the official custodian of student academic records (see Policy 12.020, "Student Records"), the Registrar's Office will establish electronic access to these records and the on-screen DARS process for all faculty and staff whose responsibilities require this access.

3. Procedures

   The planning unit or department head of the employee needing access will inform the Office of the University Registrar, in writing or by E-mail, that the employee's responsibilities require this access and recommend that access be granted.

   Before activating this access for an individual, the Registrar's Office will require that person to sign the Student Records Policy Compliance Statement, affirming intent to comply with the institutional, state, and federal codes governing access to student records. Further, the Registrar's Office will expect those who gained access prior to the creation of this policy to sign this statement as a condition for continued access.

   Information technology administrators and staff are not official custodians of student academic records and therefore do not determine who may have access to them.

Reviewers 

Proposed revisions of this policy should be reviewed by:

1. Policy and Procedure Review Committee

2. Registrar

3. Director of Computer Services

4. Associate Provost for Information Technology

Forms, References, and History

1. Forms

   The following forms are specific to this policy:

   1. The Student Records Policy Compliance Statement is available from the Registrar's Office.

2. References

   There are no items relevant to this policy.

3. History

   Draft versions of this policy that were circulated for review, their cover memos, their forms, and Reviewers' comments on them are available on the

   Prior versions of this policy were approved on October 28, 2002, and July 2, 1997 (at that time, numbered 26.001).