SECTION 4.7: STUDENT RECORDS

CONTENTS: SECTION 4.7

INTRODUCTION
FINDINGS OF THE REPORT ON STUDENT RECORDS
4.7 STUDENT RECORDS
RECOMMENDATIONS AND SUGGESTIONS: SECTION 4.7
COMPLIANCE TABLE: SECTION 4.7
SUMMARY OF RECOMMENDATIONS AND SUGGESTIONS: SECTION 4.7

INTRODUCTION

The maintenance and retention of all records at Sam Houston State University is governed by policy. The Director of Library Services is responsible for the management of the recertified Records Retention Schedule, and each unit has a Records Retention Coordinator who reviews and maintains records. The Registrar’s Office has designated the Registrar as the University’s Records Retention Coordinator. Student records are maintained and retained through the Registrar’s Office.

FINDINGS OF THE COMMITTEE ON STUDENT RECORDS

In the report that follows, the Self-Study Steering Committee addresses "must" statements from Section 4.7 of the SACS Criteria for Accreditation and reports on the University’s compliance or noncompliance with these imperatives in the order in which the statements appear in the Criteria. Following the "must" statements and findings, the Committee makes recommendations and/or offers suggestions, according to the University’s compliance status.

4.7 STUDENT RECORDS

1. The institution must have adequate student records for both credit and non-credit courses. Official student academic records for credit and non-credit courses should be maintained and stored in one central office at the institution. Complete back-up files, such as facsimiles, microfilm or electronic data banks, should be maintained continually, one set of which should be stored in a secure area outside the records office, preferably in a different building or at an off-site location (Criteria 42).

The Steering Committee determined that the University complies with this imperative.

The Registrar maintains adequate student records. Official student academic records for credit courses are maintained in files of transcripts for each student in the Office of the Registrar in White Hall.

The Continuing Education Office maintains adequate student records for Continuing Education units.

Each of these offices maintains and stores the specified records.

Back-up files for official student academic records for credit are maintained in the Newton Gresham Library on the campus of Sam Houston State University and in a vault at the First National Bank of Huntsville off campus.

2. The institution must take all steps necessary to ensure the security of its student records, including storage in a secure vault or fireproof cabinet. Since computer generated and stored records present unique security problems, the institution should have in place special security measures to protect and back up the data (Criteria 42).

The Steering Committee determined that the University complies with this criterion.

The University does take all steps necessary to ensure the security of its student records. For example, the physical records are stored in fireproof cabinets behind two sets of locked doors. The University does have special security measures to protect computer-generated and stored records. There is in place a procedure by which only staff members who have been given special clearance may have access to computer records for the updating and maintenance of the records.

3. The institution must have policies concerning what constitutes the permanent record of each student, as well as policies concerning retention and disposal of records (Criteria 42-43).

The Committee determined that the University complies with this "must" statement.

What constitutes the permanent record of each student is addressed by Policy 810806 of the University’s Academic Policy Manual ("Student Educational Records"). This policy is noted in both the undergraduate and graduate catalogues and in the publication Student Guidelines. The retention and disposal of records is addressed in the Records Retention Schedule, managed by the Director of Library Services.

4. [The institution] must establish and publish information-release policies which respect the rights of individual privacy, the confidentiality of records, and the best interests of the student and institution (Criteria 43)

The Committee determined that Sam Houston State University complies with this criterion.

The institution has established information-release policies which respect the rights of individual privacy, the confidentiality of records, and the best interests of the student and institution. Information-release policies are published in the schedule of classes for each semester, in the Student Guidelines, and in the first two issues of the student newspaper, The Houstonian. The Office of the Registrar also publishes Family Educational Rights and Privacy Amendment, a brochure which is given to all faculty, staff, and student employees who have access to confidential information.

RECOMMENDATIONS AND SUGGESTIONS: SECTION 4.7

Having determined that the University complies with all of the imperatives in this section of the Criteria, the Steering Committee has no recommendations.

COMPLIANCE TABLE: SECTION 4.7

Imperative	Statement of Compliance	Supporting Documentation
1. The institution must have adequate student records for both credit and non-credit courses. Official student academic records for credit and non-credit courses should be maintained and stored in one central office at the institution. Complete back-up files, such as facsimiles, microfilm or electronic data banks, should be maintained continually, one set of which should be stored in a secure area outside the records office, preferably in a different building or at an off-site location.	Compliance	Interview with the Registrar Interview with the Continuing Education Office
2. The institution must take all steps necessary to ensure the security of its student records, including storage in a secure vault or fireproof cabinet. Since computer- generated and stored records present unique security problems, the institution should have in place special security measures to protect and back up the data.	Compliance	Interview with the Registrar
3. The institution must have policies concerning what constitutes the permanent record of each student, as well as policies concerning retention and disposal of records.	Compliance	Academic Policy Manual 1998-2000 Undergraduate Catalogue 1997-1999 Graduate Catalogue Student Guidelines
4. [The institution] must establish and publish information-release policies which respect the rights of individual privacy, the confidentiality of records, and the best interests of the student and institution.	Compliance	Academic Policy Manual Schedule of Classes The Houstonian Student Guidelines

SUMMARY OF RECOMMENDATIONS AND SUGGESTIONS: SECTION 4.7

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