Comprehensive Standards 3.9.2
The institution protects the security, confidentiality, and integrity of its student records. (Student Affairs and Services)
Cape Fear Community College (CFCC) is in compliance with this comprehensive standard. The College maintains all student records in compliance with the Family Educational Rights and Privacy Act, and retention and disposal of records follows 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 the administrative computer systems. For students, picture identification is required before information is released. Additionally, the Registrar and Student Development personnel regularly attend professional development opportunities concerning the security, confidentiality, and integrity of student records.
Cape Fear Community College diligently protects the security, confidentiality, and integrity of its student records. Records kept by the College may include counseling records, complaints and grievances, and medical records for Disability Support Services or health sciences programs. All records are maintained in compliance with the Family Educational Rights and Privacy Act (FERPA), as summarized on page 34 of the CFCC Catalog and Student Handbook (Student Records pg 34). Record retention and disposal follow the guidelines of the North Carolina Community College System Records Retention and Disposition Schedule (Curriculum and Student Services Records pg 15). This manual specifically addresses the minimum length of time student records must be retained and the methods of archiving records. Curriculum, Continuing Education, Adult Basic Skills, Financial Aid, advising and faculty files are discussed in the manual. Cape Fear Community College requires each division to strictly adhere to the requirements outlined in the manual.
Medical records for students accepted into the health sciences programs are collected in Student Development by the Counseling unit. They are kept in a locked cabinet and are only accessible to authorized Counseling personnel. The director from each health sciences program comes to Student Development to review the medical records of the students in their program. Once the records are reviewed, they are scanned into Matrix, the College’s document imaging system, and then shredded.
Records that are not scanned into Matrix include Disability Support Services documents and complaints, grievances and disciplinary files. Disability Support Services records are kept in hard copy form in key access filing cabinets in the Disability Support Services office and are shredded after five years of non-activity. Complaints, grievances and disciplinary records are kept in a key access filing cabinet in the vice president of Students Development’s office. Keys are distributed only to authorized employees. Access to these records is restricted to only those unit employees who need the information to perform their job duties.
Every user of the College’s administrative computer system has a unique login and password to the system. As stated in the Computer Services User Manual, passwords must be changed every ninety days (Changing Your Password). All employees who have access to the system are restricted by security profiles to only the data needed for their job responsibilities (Advisor Colleague Access Form, Colleague Security Access Form). Access can be granted to allow the staff member to change data or be limited to inquiry only. Faculty members are limited to inquiry only, with the exception of the registration screens. Each login session includes a FERPA warning regarding the confidentiality of information (FERPA Warning Statement). All student information, including applications, high school transcripts, placement test scores, and college transcripts, is entered into the administrative computing system, scanned into Matrix, and then shredded. Only Student Development personnel have access to scanned documents. Student Development staff require picture-identification from students before releasing any information, including registration statements, transcripts, and copies of health records. Work-study students who work in Student Development do not have access to the College’s administrative computer system. However, because they handle hard copies of student records, they are required to sign a confidentiality agreement that thoroughly explains the requirements of the Family Educational Rights and Privacy Act (FERPA) (Student Employee Statement).
Transcripts of academic records are issued through the Registrar’s office following the guidelines on page 30 of the CFCC Catalog and Student Handbook (Transcript of Record pg 30). All transcript requests must be signed by the student and a $2.00 fee paid. Students who pick up their transcripts must show a picture-identification and the transcripts are stamped “Issued to Student.”
The Registrar and other Student Development personnel often have professional development opportunities regarding the security, confidentiality, and integrity of student records. Relevant workshops and conferences attended by CFCC employees include the Annual Law Conference for Community Colleges, Carolinas Association of Collegiate Registrars and Admissions Officers (CACRAO), North Carolina Community College Student Development Personnel Association (N3CSDPA), and the American Association of Collegiate Registrars and Admissions Officers (AACRAO).
Security, confidentiality, and integrity of Cape Fear Community College’s student academic records are addressed in Comprehensive Standard 3.4.11 (Comprehensive Standard 3.4.11).