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]
Narrative:
The University of Alabama in Huntsville (UAH) is in compliance with Principle 3.4.11 because student academic records are maintained in the University's computer-based Student Information System (SIS). The SIS at UAH includes integrated modules for student admissions, student records, and registration. The SIS provides extensive security measures to ensure the completeness and accuracy of data. Students may utilize a web-based interface to their records using a password selected by the student. This interface requires a secured socket layer connection utilizing a 128 bit encryption to minimize the probability of data tampering. Incremental backups are done nightly, and the tapes are stored in a vault. Each weekend, two complete backups are performed. One set of tapes is stored in the vault on campus, while another set is picked up by a Security Vault courier the following Tuesday and kept at their facility. The Director of Systems and Operations, Computer and Network Services, is responsible for the security of these records.
In addition to the published information targeting dissemination to students, information regarding FERPA is available to UAH faculty and staff though the UAH Faculty Handbook, Chapter 8, Section 26 and through the UAH website. The website provides a link to a video presentation regarding implementation of FERPA. Faculty and staff requesting accounts to use the SIS are required to sign that they have read and understood this policy. The UAH has begun a comprehensive campaign to educate all UAH personnel regarding this matter. As part of the transition to Banner, all UAH faculty and many staff members are getting training in FERPA standards.
Physical records are managed in accordance with the Alabama Public Records Act, as detailed in the Functional Analysis and Records Disposition Authority document. Academic records are also kept in accordance with the American Association of Collegiate Registrars and Admissions Officers document. The Registrar is responsible for the handling of physical academic records.
Guidelines govern the length of time various student records must be kept; for instance, many academic records, such as student transfer evaluations, are held as permanent records. A complete listing of temporary and permanent records, and their disposition schedule, may be found in the Functional Analysis and Records Disposition Authority. Academic records are housed in a vault within the University Center until they may be imaged and then sent to an off campus storage vault that is deemed safe from natural disasters and tampering.
