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COMPREHENSIVE STANDARD CS P11:
The institution protects the security, confidentiality, and integrity
of its student academic records and maintains special security
measures to protect and back up data.
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Compliance |
| o |
Partial Compliance |
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Non-Compliance |
Collin County Community College District (CCCCD) places
the highest priority upon the security, confidentiality, and
integrity of student academic records. The comprehensive
system of records management complies with the Family
Educational Rights and Privacy Act (FERPA) of 1974 (The
Buckley Amendment) and the Texas House Bill 1922.
Records System Procedures
CCCCD uses an online student records system administered
by the Admissions and Records Office. Hard copy documents
are scanned into the Student Information System, as well as
retained in the original format. Archival records are
scanned onto optical disks and stored on a server at the
Preston Ridge Campus. Back-up disks containing the scanned
documents are stored in a fireproof safe inside the Records
and Management Center at the Central Park Campus. Access to
the safe is strictly limited to Records Center staff.
Scanned documents are accessible only through the
verification of a user name and password.
CCCCD backs up Student Information System data daily. In
addition, a weekly back-up occurs of all system information
and hard images. The Courtyard Center houses a redundant
back-up system to ensure the safety of records in the rare
instance of a catastrophic event at another site. Another
back-up system for institutional data is housed at an off
site location in McKinney, Texas.
College policy dictates that records be maintained until
the legal, fiscal, and administrative retention periods have
elapsed. Any records pertaining to a pending legal case will
not be destroyed (Reference 1).
Student Privacy
CCCCD guarantees the privacy of each student. Students
are issued a Personal Identification Number (PIN) during the
admission process. The individual student may access his or
her student records only through the combined use of a
student identification number and a PIN. PIN access allows
students to utilize Webline services, to receive grades, to
print unofficial transcripts, and to request enrollment
verification (Reference 2).
CCCCD policies concerning the release of information of
student educational records are printed in the CCCCD Catalog
(Reference 3) and in the CCCCD Student
Handbook (Reference 4). Throughout the
year, employees may obtain FERPA training through a variety
of professional development opportunities, including new
employee training and selected workshops.
Records Retention
CCCCD maintains a Records Retention Center at the Central
Park Campus. The Center houses student records and
administers the maintenance of data in accordance with the
Texas State Library Retention Records Schedule (Reference
5). CCCCD’s Retention Schedule is monitored by staff at
the Records Center at the Central Park Campus (Reference
6).
Supporting Documents:
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