3.9.2 Student Records

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

Compliance           ___  Partial Compliance          ___  Non-Compliance

Narrative:   

South Louisiana Community College (SLCC) generates, receives, and stores many documents and records of a confidential nature.  SLCC’s Records Retention Schedule is on file with the Louisiana Secretary of State.  Confidential documents and records must be securely maintained for no less than the reported retention period and destroyed/ shredded no earlier than the applicable reported period.  The Guidelines for Destruction/Shredding of Confidential Documents and Records (1)  and the Business Continuity Plan (2) are SLCC’s policies regarding academic records and security/back up. 

The Records submitted to the Office of Admissions/Registrar are considered permanent documentation for the purpose of admission and academic progress at the institution and property of SLCC’s Admissions Office.  Records are maintained in a locked fire-proof file room housed in the Office of Student Services. These records are accessible by the Dean of Student Services, Registrar/Director of Admissions and selected staff.

Admission files are categorized as active and inactive.  The active files include current applicants, currently enrolled students, and previously enrolled students. After three years, paper files are shredded and disposed in an appropriate manner.  These permanent files are maintained electronically and copies of the electronic records are stored with the Registrar. Inactive files are those files that represent students who submitted an application to SLCC and decided not to attend the institution.  Inactive files are maintained for two years.  Inactive files that are more than two years old are pulled, shredded and disposed. Paper documents for active files are kept for three years. The electronic files are then backed-up and stored in another state.

Academic records, including transcripts, are kept as a permanent record for each student in paper form as long as the student is an actively enrolled student.  Three years after a given student terminates their enrollment at SLCC, their academic records are recorded as an image and stored in a locked fire-proof file room dedicated to Student Services files only.  While the records are still available, the paper record is shredded.

The electronic records include the following information: biographical data, degree program, transfer credit, admission status, enrollment status, test scores (ACT, SAT, ACT Compass, etc.) high school transcripts, completion of program date, cumulative GPA, semester schedule, application fees, and academic history at SLCC.

Records maintained in the student administration database are secured through a logon and password security.   The Registrar/Director of Admission is the security officer who is responsible for issuing logon codes and passwords. The faculty and staff have periodic trainings in the Family Educational Rights and Privacy Act (FERPA).  The faculty review FERPA routinely at the beginning of each semester during their Conference Day activities.

Administration, professional, clerical, and support staff are assigned logon codes on an as-needed basis. The student administration database is backed-up through automatic back-up on the SLCC server. 

After the natural disasters of Hurricanes Katrina and Rita, SLCC developed an Emergency and Shutdown Preparation Checklist to assure that in case of emergency proper shutdown procedures are followed. (3)  There are four stages in the Emergency and Shutdown Preparation:

1. Preparation
2. Threat Assessment
3. Class Cancellation
4. College Closure

In the preparation stage, all faculty and staff review SLCC’s building evacuation plans, city and state evacuation plans as well as their personal evacuation plans. This stage also consists of supervisors checking the contact information for all those they supervise.  The final part of this stage is for everyone to stay tuned to local radio and TV announcements. 

Stage Two is Threat Assessment.  During this stage, administrators and unit heads, especially in Information Technology, Security, and facilities monitor the threat and report to their supervisors who report to the Chancellor.  Emergency call numbers and e-mails are tested.  College vehicles are fueled and transported to secondary Emergency Control Centers.  Decisions are made regarding cancellation of classes. 

Stage Three is Class Cancellation.  If an emergency is declared, students are required to leave the campus.  Faculty and staff are asked to secure their areas; unplug electrical equipment; protect valuable paper files, research, and notes; shelter and/or remove equipment from floors that may flood; and shelter and/or remove all outdoor equipment and supplies to a secure location.  The media are notified and information which includes class cancellation on the SLCC website. 

Stage Four is closure of the College.  During this stage, the Emergency Information Hotline is updated, the College community is notified through website, e-mail, and phone calls; and the media are notified. (4)

Documentation: