Truman State University

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Guidelines for

Data Standards, Data Integrity and Security

DRAFT Version 0.042

July 2002

This Data Standards Document is a work in progress and is subject to change. To ensure that the most current version is readily available, it is included on the Truman web page at www.truman.edu/ _____________________.

Table of Contents   Page

Data Integrity  

Purpose  4

Administrative Responsibility  4

Access to Truman State University Data  5

 Requests for Confidential Information  5

 Information Access Definitions  6

 Secured Access to Data  6

 Data Custodians  7

Data Change Rules   8

Rules for Clean and Accurate Records   9

General Person Information  

 Identification Number Standards  10

 Name Standards  10

 Last Name  10

 First Name  11

 Middle Name  12    

 Prefixes  12

 Suffixes  12

 Name Types  13

 Preferred First Names  13

 Legal Name  13

 Non-Person Name/Vendor  13

 Address and Telephone Standards  14

 Street Standards  14

 Unit Numbers for Apartments, Suites, etc.  15

 City Standards  15

 State Standards  15

 Zip Code Standards  16

 United States  16

 Canadian  16

 International Postal Code  16

 Nation Code Standards  16

 Military Addresses (Overseas)  16

 Rural Route Addresses  16

 Post Office Boxes  17

 Campus Mailing Addresses  17

 Telephone Standards  17

 Date Standards  17

 Birth Date Standards  18  

 Confidential Information Indicator Standards  18

 Citizenship Type Standards  18

 Gender Code Standards  19

 Ethnic Code Standards  19

 Marital Code Standards  20

 Relationship Code Standards  20

 Religion Code Standards  21

 Legacy Code Standards  21

 Veteran Information  22

 Definition of Student Types  22

 Deceased Information  23

Appendix 1  

 Address Types              24

Appendix 2  

 Phone Types              25

Appendix 3

 E-Mail Address Types          25

Appendix 4

  Campus Mail Addresses          26

Appendix 5

  Street Suffix Abbreviations          28

Appendix 6

  Business Word Abbreviations          29

Appendix 7

  FERPA Policy Statement          30

Appendix 8

 Information Technology Services

Administrative Information System (ADMIN)

ID Request Form            35

Appendix 9

  Data Confidentiality Agreement Form      36

Appendix10  

Data Request Proposal Form          39

Data Integrity

Purpose

These guidelines provide recommendations for establishing measures for the protection, access, and use of Truman State University data that is electronically maintained on the Administrative Information System (ADMIN). The guidelines define the responsibilities of users who input and access that data. Divisions/departments may have individual guidelines that supplement, but do not replace or supersede these guidelines.

Administrative Responsibility  

By law, certain data is confidential and may not be released without proper authorization. Users must adhere to any applicable federal and state laws as well as Truman State University policies and procedures concerning storage, retention, use, release, and destruction of data (refer to the Truman FERPA Policy Statement, Appendix 7).

Data is a vital asset owned by the University. All Truman State University data, whether maintained in the central database or copied into other data systems (e.g. personal computers) remains the property of Truman State University. Access to data should not be approved for use outside a user’s official University responsibility. Data will be used only for legitimate Truman State University business.

As a general principle of access, University data (regardless of who collects or maintains it) will be shared among those employees whose work can be done more effectively by knowledge of such information. Although the University must protect the security and confidentiality of data, the procedures that allow access to data must not unduly interfere with the efficient conduct of University business.

Division/department heads will ensure that, for their areas of accountability, each user is trained regarding user responsibilities. As part of that training, each user will read, understand, and agree to abide by the stipulations in this document

Division/department heads will ensure a secure office environment with regard to all Truman State University data systems. Division/department heads will determine the data access requirements of their staff as it pertains to their job functions before submitting a Computer Systems ID Request form.

All procedures and data systems owned and operated by Truman State University will be constructed to ensure that:

1.  All data is input accurately.

2.  Accuracy and completeness of all data is maintained.

3.  System capabilities can be re-established after loss or damage by accident, malfunction, breach of security, or natural disaster.

4.  Breaches of security can be controlled and promptly detected.

Access to Truman State University Data

Below are the requirements and limitations for all Truman State University divisions/departments to obtain permission for display (inquiry) and update (add/change) access to University data. All users must understand that data security is every user’s responsibility.

Users are responsible for understanding all data elements that are used. If a user does not understand the meaning of a data element, the user should consult his/her supervisor or the appropriate Data Custodian (see the Data Custodian section). Users must protect all University data files from unauthorized use, disclosure, alteration, or destruction. Users are responsible for the security, privacy, and control of data within their control. You, the user, are responsible for all transactions occurring during the use of your log-in identification (ID) and password. Users are not to loan or share access codes with anyone. If it is found that a user inappropriately loans or shares their access codes, they are subject to disciplinary action, up to/or including termination.

The Administrative Information System system tracks changes made to data by user ID. Offices hiring temporary or part-time employees should request an appropriate ID for use by each individual who is to be granted access to the system. Generally, temporary or part-time employee access will be limited to display (inquiry) only on selected data screens. Update capability should be carefully considered and approved by the division/department head and the data custodian.

Division/department heads must request access authorization for every user under their supervision by completing and submitting an Administrative Information System ID Request form to Information Technology Services ( see Appendix 8 ). Under no circumstances will access be granted without written approval of the division/department head.

Requests for Confidential Information

Current Truman faculty and staff who wish to request confidential information from the Truman State University Administrative Information System, must complete the Data Request Proposal Form ( see Appendix 10 ) and submit the completed form to ITS.

ITS will review the form. If the request is standard, it will be processed. If the request is non-standard, it will be sent to the Data Management Chair (Registrar) to determine if the request meets FERPA, Sunshine Laws, IRB and Assessment rules/guidelines. If questions arise, the Requester may be asked to provide additional information regarding   the data requested. The Data Management Committee will review all non-standard requests for confidential information and determine if the request is appropriate within university, state and federal guidelines. The Requester will be notified if the request cannot be approved. The decision of the Data Management Committee may be appealed once by providing additional information, in writing, to the Data Management Chair. The decision, upon appeal to the Data Management Committee, will be upheld as the final university decision.

Prior to receiving the confidential data, the Requestor will be required to complete the Data Confidentiality Agreement Form ( see Appendix 9 ).

Information Access Definitions

Display

”Display” access enables the user to view, analyze, but not change Truman State University data. This may also be referred to as inquiry or query access. If data is downloaded to a personal computer or other device, that data must not be altered. Downloaded data must be used and represented responsibly and accurately. Concerns or questions regarding the validity of downloaded data should be directed to the appropriate Data Custodian.

Update

“Update” access provides both display and add/change capabilities. This may also be referred to as maintenance access. Update capability is generally limited to users directly responsible for the collection and maintenance of the data.

Secured Access to Data

Administrative Information System access will be established based on job function such as clerical, faculty, cashier, etc. and this will be referred to as classification. Specific access will be assigned to each classification. For example, the registration clerk might have update access to registration, but only display access to academic history. Each user will be assigned a classification or possibly several classifications, depending on their particular needs as established by their division/department head and approved by the Data Custodian(s).

The following procedures will be used to establish an ID and password for the Administrative Information System (ADMIN):

1.  The employee will participate in ADMIN training provided by the employee’s direct supervisor or designee. At the completion of training, the direct supervisor will send a memo to Information Technology Services indicating the individual and the type of training completed. This memo will be accompanied by an Administrative Information System ID Request form ( see Appendix 8 ), completed and approved by the employee’s division/department head.

2.  The Administrative Information System ID Request form must include the employee’s first name, middle initial and last name. These fields are required in order to receive an ADMIN Account. After the employee’s division/department head has determined the appropriate classifications the user is to be assigned, the form is sent to the Data Custodian(s) for approval. Data Custodians do not need an authorizing signature for access to their own data. The division/department head sends the Administrative Information System ID Request form to Information Technology Services.

3.  Information Technology Services creates a unique ADMIN Account for the employee and adds the account information.

4.  Information Technology Services notifies the employee of his/her ADMIN Account. Immediately upon login, the employee will need to change the password on GUAPSWD. Passwords must be a minimum of four characters, cannot begin with a number, and cannot contain special characters.

5.  If a user forgets his/her password, he/she must contact Information Technology Services Help Desk in person, bearing a picture ID. Since the passwords are encrypted, Information Technology Services cannot read the old password and must issue a new one.

6.  Passwords will expire every 180 days. It is recommended that users change their passwords every three months to ensure the system remains secured.

Data Custodians

A Data Custodian is the director of a Truman State University office or department. The Data Custodian may make ADMIN forms (data screens) within his/her charge available to others for the use and support of the office or department’s functions.

Before granting access to ADMIN forms, the Data Custodian must be satisfied that protection requirements have been implemented and that a “need to know” is clearly demonstrated. By approving user access to Truman State University ADMIN forms, the Data Custodian consents to the use of that data within the normal business functions of administrative and academic offices or departments.

Data Custodians are responsible for the accuracy and completeness of data files in their areas. Misuse or inappropriate use by individuals will result in revocation of the user’s access privileges. Data Custodians are also responsible for the maintenance and control of ADMIN validation and rules tables. These tables, and processes related to their use, define how business is conducted at the University.

Truman State University Data Custodians

Area of Responsibility  Data Custodian

Student System

Faculty/Catalog/Room Scheduling  Vice President for Academic Affairs

Registration/Academic Records/

Transfer Articulation/CAPP  Registrar

Prospects and Applicants  Director of Admission

Residential Living  Director of Residential Living

Accounts Receivable  Controller

Co-curricular Records  Director of Student Union

Student Financial Aid System  Director of Financial Aid

Finance System  Controller

Human Resources System  Controller

Data Change Rules

The following rules govern which office makes name, identification number, address, and/or telephone number changes to student, employee, financial aid recipient, or vendor, in the integrated administrative information system called ADMIN.

If the person is a/an:  Then:

Prospective Student

Student Recruit or Student Applicant  Admission Office (new undergraduate students) or Graduate Office (new graduate students) can make the change with appropriate documentation.

Financial Aid Applicant Only  Admission Office can make the

 change with appropriate

 documentation

Matriculated Student

Matriculated Student  Registrar can make the change with appropriate documentation.

Matriculated Student and Financial Aid Recipient  Registrar can make the change with the appropriate documentation, with notification to Financial Aid.

Matriculated Student and Vendor and/or  Registrar can make the change with

Financial Aid Recipient  the appropriate documentation, with notification to Accounts Payable and/or Financial Aid.

Matriculated Student and Employee  Registrar can make the change with the appropriate documentation, with notification to HR (employee will be required to update W-4 at HR).

Matriculated Student, Employee and Vendor  Registrar can make the change with the appropriate documentation, with notification to HR and Accounts Payable (employee will be required to update W-4 at HR).

Employee

Employee or Employment Applicant Only  Human Resources can make the change with appropriate documentation.

Employee and Vendor  Human Resources can make the change with the appropriate documentation, with notification to Accounts Payable.

Vendor

Vendor Only  Purchasing or Accounts Payable can make the change with appropriate documentation.

Rules for Clean and Accurate Records

�   Search first. Before you create a new record for a person or organization, you MUST conduct a name and/or ID search to make sure that person or organization has not already been entered in the ADMIN database. Each user in every office MUST conduct a thorough search to prevent entering a duplicate record.

�   Data changes. Make data changes ONLY when you have that authority and when you follow the procedures established by the Data Custodian of that data you want to change.

�   Remember – some data fields have specific data entry rules. See the specific section under General Person Information for those data entry rules.

�   The pound sign (#) and percent sign (%) should not be used in any data field because they may cause Oracle database errors.

General Person/Non-Person Information

The following guidelines should be adhered to for all records added to the Banner system.

Identification Number Standards

All entities added to the system will be created using the system generated ID number.

Person:  any entity that is added to the system that is an individual (student, staff, faculty).

Non-Person:  any entity that is added to the system that is not an individual (vendors, corporations, etc.).

Name Standards

1.  Last Name

All information is to be entered using mixed case (standard combination of upper and lower case letters). Enter the legal spelling and format of the last name as supplied by the person.

Spaces should be avoided within the last name, whenever removal of a space does not significantly change the name. Spaces should be removed from such names as:

NAME  CHANGE TO

Mc Donald  McDonald

Mac Pherson  MacPherson

Spaces are permitted if the name would be significantly changed if spaces were removed. Examples:

NAME  

St. John  (No change)

Del la Rosa  (No change)

Van der Linder  (No change)

Hyphens may be used to separate double last names (sometimes used in ethnic names or by persons who wish to utilize their maiden and married names). However, if there are two last names that are not hyphenated (e.g. Monica Lou Creton Quinton), Monica would be input at the first name, Lou would be input as the middle name and Creton Quinton would be input as the last name.

Do NOT use titles, prefixes, and suffixes in the last name.

The pound sign (#) and percent sign (%) should not be used because they may cause ORACLE database errors.

Note: When a new person is being entered into ADMIN and that new person has a previous name that is deemed necessary to be recorded, enter the previous name into the system FIRST and save the record. Change the name using ADMIN’s name change procedure on the xxxIDEN form.

2.  First Name

All information is to be entered using mixed case (standard combination of upper and lower case letters). Enter the legal spelling and format of the first name as supplied by the person. If no first name exists, put a period in this space. Be sure to record the preferred first name in the Preferred First Name field.

Any single character first name should be entered and followed by a period. In those cases where a single character first name is designated as the first name and followed by a middle name, place the single character in the first name. Be sure to record the preferred first name in the Preferred First Name field. Hyphens MAY be used to separate double first names.

Spaces are permitted if the legal spelling and format of the name includes spaces (e.g. Mary Ann, Bobby Joe).

Do NOT use titles, prefixes, or suffixes in the first name field.

The pound sign (#) and percent sign (%) should not be used because they may cause ORACLE database errors.

3.  Middle Name

All information is to be entered using mixed case (standard combination of upper and lower case letters). Enter the legal middle name or middle initial as supplied by the person. Place a period after the middle initial, if applicable. If no middle name exists, leave the field blank.

Hyphens MAY be used to separate double middle names.

Spaces are permitted if the legal spelling and format of the name includes spaces.

Do NOT use titles, prefixes, or suffixes in the middle name field.

The pound sign (#) and percent sign (%) should not be used because they may cause ORACLE database errors.

4.  Prefixes

Prefixes are not required for data entry. If utilized, prefixes are to be entered using mixed case (standard combination of upper and lower case letters). Enter the prefix in the prefix field, not in the first, middle, or last name fields. Below are examples of the more commonly used prefixes and recommended abbreviations.

Abbreviation    Description

Mr.    Mister

Mrs.    Madam

Ms.    Ms

Miss    Miss

Dr.    Doctor

Hon.    Honorable

Rev.    Reverend

Sr.    Sister

5.  Suffixes

All suffix codes are to be entered using mixed case (standard combination of upper and lower case letters). Enter the suffix in the suffix field, not in the last name field. Below are examples of commonly used suffixes and recommended abbreviations. The suffix field is not included on printed payroll checks and tax reports.

Abbreviation    Description

Sr.    Senior

Jr.    Junior

II    The Second

III    The Third

IV    The Fourth

6.  Name Types

Current names are not associated with a name type. Previous or alternate names should be associated with the appropriate name type from GTVNTYP. (This field does not display on Human Resources forms.)

Abbreviation    Description

PREV    Previous Name

BRTH    Birth or Maiden Name

NICK    Nickname

DEGR    Name as it should appear on diploma (for Registrar and

   Graduate Office use only)

7.  Preferred First Name (Optional)

Preferred first name should be entered into the preferred first name field (e.g., Christopher Paul Smith). If ‘Paul’ were what the person goes by, then ‘Paul’ would be entered into the preferred name field. All information is to be entered using mixed case (standard combination of upper and lower case letters). Enter the spelling and format of the preferred first name as supplied to you by the person. If no preferred name is given, leave the field blank.

8.  Legal Name (Optional)

If the person’s name differs from the name on his/her SSN card and the individual is not an employee, the Financial Aid Office should use this field to store the different SSN name.

9.  Non-Person Name/Vendor

All information is to be entered using mixed case (standard combination of upper and lower case letters). Acronyms are an exception. See the acronym section below. Enter the vendor’s name as supplied to you by the vendor. However, if the street address will not fit on one line, use the recommended abbreviations identified in Appendix 5 or the suffix tables indicated in Item 5 above.

Hyphens may be used to separate double names.

Spaces are permitted if the legal spelling and format of the name includes spaces.

The ampersand (&) can be used only when part of a formal name (e.g., Baltimore & Ohio Railroad). Use ‘and’ in all other cases.

Abbreviations are allowed for Co., Corp., Ltd. or Inc. when used after the name of a corporate entity. All other forms of abbreviations should not be used for the corporate entity name, unless abbreviations are necessary due to line length constraints.

Acronyms – Companies that are recognized by their acronyms should be entered using their acronym (e.g., IBM, SCT, and ITT).

The pound sign (#) and percent sign (%) should not be used because they may cause ORACLE database errors.

Address and Telephone Standards

Multiple addresses can be entered for a person or vendor using different address types. Follow the procedures established by your department for address entries. Address standards have been established cooperatively so that address types are used consistently. Use the appropriate address type code from STVATYP. See the Address Type ( Appendix 1 ) and Phone Type ( Appendix 2 ) Appendices for standard type and descriptions. The USPS Postal Addressing Standards (January 1992) were utilized to prepare these address standards.

1.  Street Standards

All information is to be entered using upper and lower case letters, with the exception of standard directional abbreviations included in this document.

Standard U.S. Postal Service Directional Abbreviations:

Abbreviate directionals (if they are one of the eight standard directionals listed above) to the appropriate one or two character abbreviations

Punctuation is normally limited to periods, slashes and hyphens. (Hyphens in the address range are significant and are not removed. Hyphens in the street or city name may be replaced with a space.)

Hyphens and slashes may be used when needed for clarity or designated fractions.

Do NOT leave blank lines between street lines.

The address format allows three lines of street address information. However, use of the third street address line should be avoided whenever possible. Additional postage is required for addresses having three street address lines.

‘In Care of’ should be entered as ‘c/o’. Do NOT use the % sign or spell out ‘in care of’.

Avoid the use of abbreviations whenever possible. See Appendix 5 for standard street suffix abbreviations.

The pound sign (#) and percent sign (%) should not be used because they may cause ORACLE database errors.

2. Unit Numbers such as Apartment, Building, Suite, etc.

Use the following U.S. Postal Service secondary address unit indicators:

The pound sign (#) and percent sign (%) should not be used because they may cause ORACLE database errors.

3. City Standards

All information is to be entered using mixed case (standard combination of upper and lower case letters). Do NOT abbreviate unless you are limited by space. Normally, abbreviations will follow the standards for suffixes or directional words.

4.  State Standards

The two-letter U.S. Postal Service State Standards are to be used. Select the correct codes defined in STVSTAT.

5.  Zip Code Standards

Zip codes MUST be entered for all United States and Canadian addresses.

United States – Enter the 5- digit zip code. When the 9-digit zip code is available, place a hyphen between the first 5 and last 4 digits. If the zip code is entered, the system will automatically populate the city and state data fields.

Canadian – Enter the six character zip code without hyphens or spaces.

International Postal Code – Enter the international address as supplied to you by the student. Normally, the Postal Code would be entered on the same line as the city.

Examples:

Cheng Li            Bader H Al-Khalifia

7-301 Houji            c/o Aramco

Middle of JiangNan Road          Dhahram 31311

Guang Zhou 510240          Saudi Arabia

Guang Zhou

China P.R.C.

6.  Nation Codes

Codes should only be added for non-US addresses. Leave the nation code blank for USA addresses, otherwise the Banner system will include USA on letters and mailing labels, resulting in additional postage costs.

7.  Military Addresses (Overseas)

Overseas military addresses must contain the APO or FPO designation along with a two character “state” abbreviation of AE, AP, or AA and the ZIP Code or Zip + 4 Code. Examples: APO AE 09001-5257

 FPO AP 96606-2783  

AE is used for armed forces in Europe, the Middle East, Africa and Canada

AP is for the Pacific

AA is the Americas, excluding Canada

8.  Rural Route Addresses

Rural route addresses should be recorded as “RR N Box NN.” Do not use the words “rural,” “route,” “number,” “No.,” or the # symbol.

Change the designations “RFD” and “RD” (as a meaning for rural or rural free delivery) to RR. Example: RFD Route 4 #87A becomes

    RR 4 Box 87A

9.  Post Office Boxes

Post office box addresses should be recorded as PO Box NN.

Examples: PO Box 11890

PO Box G  

10.  Campus Mailing Address Standards (for interoffice communications)

Campus mail should be addressed to an individual’s department, as opposed to a building or room number. This includes faculty and staff campus addresses.

Examples: Registrar’s Office (not MC 104)

Social Science (not MC 214)

Standards for Campus Mail Addresses are included in Appendix 4 .

11.  Telephone Numbers

On SPATELE, you must indicate one primary telephone number per address type. Additional phone numbers can be attached to each address type, as long as these numbers are not checked as primary.

Do not use hypens or parentheses when entering telephone numbers. The area code is entered without parentheses. The phone number is entered as 7 non-hyphenated digits. If an extension is provided, it is recorded in the “Phone Ext” area, as four digits.

Date Standards

Dates are to be entered in the format of mmddyy. All dates will be displayed as dd-mmm-yyyy.

Example:

Enter      Displayed as

011793      17-JAN-1993

110192      01-NOV-1992

Birth Date Standards

Enter the date of birth according to the Date Standards. If no birth date is given, enter it as 11111111 until the correct date is determined. It will display as 11-NOV-1111. This field should be reviewed on a periodic basis and updated with accurate information.

Confidential Information Indicator Standards

Students

This field will be left blank unless a student requests the Registrar to not release any Directory Information (see Requests for Information in catalog), at which time this box will be checked. If checked, no Directory Information will be released, with the exception of information that is necessary to be made available to University personnel who have a legitimate academic interest, such as academic advisors.

The Confidential Information Indicator is recorded on the General Person Form (SPAPERS). If the checkbox is checked, the message “CONFIDENTIAL” displays on any forms with the ID in the Key Information Block.

Employees

The confidential information indicator will be left blank unless an employee submits a request to Human Resources to not release any Directory Information, at which time this box will be checked. If checked, home address, home phone, and spouse information will not be included in the University Faculty & Staff Directory.

The Confidential Information Indicator is recorded on the General Person Form (SPAPERS). If the checkbox is checked, the message “CONFIDThe Confidential Information Indicator is recorded on the General Person Form (SPAPERS). If the checkbox is checked, the message “CONFIDENTIAL” displays on any forms with the ID in the Key Information Block.

Citizenship Type Standards

Code  Description      Explanation

PR    Lawful Permanent    A person who is not a citizen or

   Resident      national of the United States and

           who has been lawfully admitted for

           permanent residence.

N    Non-U.S.Citizen    A person who is not a citizen or

           national of the United States.

Y    U.S. Citizen      A citizen of the Unites States, owing

           service to it, and having attendant

           political rights.

Gender Code Standards

Code  Description

M    Male

F    Female

N    Not available

Ethnic Code Standards

Code  Description      Explanation

1    White

2    Black, Non-Hispanic    A person having origins in any of the

           black racial groups of Africa

3    Hispanic      A person of Puerto Rican, Cuban,

           Central or South America, or other

           Spanish culture or origin, regardless

           of race.

4    Asian or Pacific    A person having origins in any of the

   Islander      original peoples of the Far East or

           Southeast Asia. This includes people

           from China, Japan, Korea, and

           Vietnam.

5    American Indian/    A person having origins in any of the

   Alaskan Native    original peoples of North America or

           who maintain cultural identification  

through tribal affiliation or community recognition.

6            Race/Ethnicity Unknown

Marital Code Standards

When needed by Student, Financial Aid and/or Human Resources, the following codes will be used. Generally, students do not report marital status and this field is not maintained.

Code      Description      Explanation

D        Divorced      No longer legally married

M        Married      Legally married

P        Separated      Legally married but living apart

S        Single        Not married

W        Widowed      Spouse is deceased

U        Unknown      Status unknown

Relationship Code Standards

Religion Code Standards

Legacy Code Standards

Veteran Information

Student Module (Students)

Human Resources Module (Employees)

Definition of Student Types

The following definitions of student types should be considered when requesting reports regarding students. These definitions are in accordance with definitions utilized by the Integrated Postsecondary Education Data System (IPEDS) and are used by the National Center for Education Statistics in evaluating enrollment trends at postsecondary institutions.

Deceased Information

Enter ‘Y’ if the employee/student is deceased. Update the date of death, if known. Deceased information should be maintained using the same guidelines as name changes. Refer to the Data Change Rules section of this document. The message “DECEASED” shows up on any forms with the ID in the Key Information.

APPENDIX 1 - ADDRESS TYPES

APPENDIX 2 - PHONE TYPES

APPENDIX 3 – E-MAIL ADDRESS TYPES

APPENDIX 4– CAMPUS MAIL ADDRESSES

APPENDIX 5 STREET SUFFIX ABBREVIATIONS

APPENDIX 6 BUSINESS WORD ABBREVIATIONS

APPENDIX 7: FERPA POLICY STATEMENT

Definitions
Annual Notification
Procedure to Inspect Education Records
Rights of University to Refuse Access
Fees and Copies of Records
Disclosure of Education Records
Record of Requests for Disclosure
Directory Information
Correction of Education Records
Types, Locations and Custodians of Education Records
Student Rights

Definitions
For the purpose of this policy, Truman State University has used the following definition of terms.

Student – any person who attends or has attended Truman State University.

Education records – any record (in handwriting, print, tapes, film, electronic, or other medium) maintained by Truman State University or an agent of the university that is directly related to a student, except:

1. A personal record kept by a faculty or staff member if it is kept in the sole possession of the maker of the record and is not accessible or revealed to any other person except a temporary substitute for the maker of the record.

2. An employment record of an individual whose employment is not contingent on the fact that he or she is a student, provided the record is used only in relation to the individual’s employment.

3. Records maintained by the Department of Public Safety (DPS) if the record is maintained solely for law enforcement purposes and are segregated from other student records.

4. Records maintained by the Student Health Center if the records are used only for treatment of a student and made available only to those persons providing treatment.

5. Records maintained by University Counseling Services if the records are used only for treatment of a student and made available only to those persons providing treatment.

6. Alumni records which contain information about a student after he or she is no longer in attendance at the University and which do not relate to that person as a student.

7. Parents’ financial records are not available to students.

8. Financial assistance and financial records.

Annual Notification
Students will be notified of their FERPA rights via the Truman Web Site at www.truman.edu . A copy of the policy can be requested by calling the Office of the Registrar. The web site is also referenced in the Parents Handbook.

Procedure to Inspect Education Records
 In order to review their records, students should submit to the record custodian or an appropriate University staff person a written request which identifies as precisely as possible the record or records he or she wishes to inspect.

The record custodian or an appropriate University staff person will make the needed arrangements for access as promptly as possible and notify the student of the time and place where the records may be inspected. Access must be given in 15 working days or less from the receipt of the request during the regular academic year. Requests made at other times may be delayed.

When a record contains information about more than one student, the student may inspect and review only the records which relate to him/her.

Right of University to Refuse Access
Truman State University reserves the right to deny transcripts or copies of records not required to be made available by the FERPA in any of the following situations:

1. The student has unpaid financial obligations to the University.

2. There is an unresolved disciplinary action against the student.

Fees for Copies of Records
The custodian of the records may impose reasonable fees for copies of records.

Disclosure of Education Records
Truman State University will disclose information from a student’s education records only with the written consent of the student, except:

1.      To school officials who have a legitimate education interest in the records.

A school official is:

· A person employed by the University in an administrative, supervisory, academic or research, or support staff position.

· A person employed by or under contract to the University to perform a special task, such as an attorney or auditor.

A school official has a legitimate education interest if the official is:

· Performing a task that is specified in his or her position description or by a contract agreement.

· Performing a task related to a student’s education.

· Performing a task related to the conduct of a student.

2. To officials of another school, upon request, in which a student seeks or intends to enroll. Transcripts are provided to other schools only when students complete the procedures outlined by the Registrar’s Office.

3. To certain officials of the U.S. Department of Education, the Comptroller General, and state and local education authorities, in connection with certain state or federally supported education programs.

4. In connection with a student’s request for or receipt of financial aid, as necessary to determine the eligibility, amount or conditions of the financial aid, or to enforce the terms and conditions of the aid.

5. If required by a state law requiring disclosure that was adopted before November 19, 1974.

6. To organizations conducting certain studies for or on behalf of the University.

7. To accrediting organizations to carry out their functions.

8. To comply with a judicial order or a lawfully issued subpoena.

9. To appropriate parties in a health or safety emergency.

10. To an alleged victim of any crime of violence, the results of any institutional disciplinary proceeding against the alleged perpetrator that crime.

11. To parents of students under the age of 21 who have violated the Student Conduct Code or Missouri State laws relative to substance abuse as deemed appropriate by the University’s Judicial Officer.

12. To parents of students who are considered a dependent student under the Internal Revenue Code.

13. To appropriate Federal officials authorized to view private student records in accordance with Federal law.

Record of Requests for Disclosure  
The appropriate records custodian at Truman State University will maintain a record of all requests for and/or disclosure of information from a student’s education records. The record will indicate the name of the party making the request, any additional party to whom it may be redisclosed (if known), and the legitimate interest the party had in requesting or obtaining the information. The record may be reviewed by the eligible student or parents of a student who has filed the proper paperwork with the record custodian.

Directory Information 
Truman State University designates the following items as Directory Information: student name, address, telephone number, e-mail address, date and place of birth, major field of study, class status, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, enrollment status, degrees and awards received, and most recent previous school attended. The University may disclose any of those items without prior written consent unless notified in writing by the student prior to the request for disclosure.

Correction of Education Records  
Students have the right to ask to have records corrected that they believe are inaccurate, misleading, or in violation of privacy rights. Following are the procedures for the correction of records:

1.       A student must ask the appropriate record custodian of Truman State University to amend a record. In so doing, the student should identify the part of the record he/she wants changed and specify why he/she believes it is inaccurate, misleading or in violation of his or her privacy or other rights.

2. Truman State University may comply with the request or may decide not to comply. If it decides not to comply, Truman State University will notify the student of the decision and advise him/her of his/her right to a hearing to challenge the information believed to be inaccurate, misleading, or in violation of the student’s rights.

3. Upon request, Truman State University will arrange for a hearing, and notify the student, reasonably in advance, of the date, place, and time of the hearing.

4. The hearing officer may be an official of the institution but will not be the custodian of the record in question. The student shall be afforded a full and fair opportunity to present evidence relevant to the issues raised in the original request to amend the student’s education records.

5. Truman State University will prepare a written decision based solely on the evidence presented at the hearing. The decision will include a summary of the evidence presented and the reasons for the decision.

6. If Truman State University decides that the challenged information is not inaccurate, misleading, or in violation of the student’s right of privacy, it will notify the student that he/she has a right to place in the record a statement commenting on the challenged information and/or a statement setting forth reasons for disagreeing with the decision.

7. The statement will be maintained as part of the student’s education records as long as the contested portion is maintained. If Truman State University discloses the contested portion of the record, it must also disclose the statement.

8. If Truman State University decides that the information is inaccurate, misleading, or in violation of the student’s right of privacy, it will amend the record and notify the student, in writing, that the record has been amended.

TYPES, LOCATIONS, AND CUSTODIANS OF EDUCATION RECORDS
The following is a list of the types of records that the University maintains, their locations, and their custodians. The University complies with State and Federal guidelines regarding the duration of record retention.

Student Rights
The Family Education Rights and Privacy Act (FERPA) ensures students certain rights regarding their educational records. As a student at Truman State University, you have the following rights:  

1.   The right to inspect and review your education records.  

2.   The right to request the amendment of your education records to ensure that they are not inaccurate, misleading, or otherwise in violation of your privacy or other rights.  

3.   The right to a hearing if your request for an amendment of your educational records is denied.  

4.   The right to prevent disclosures of directory information contained in your educational records, except the extent that FERPA authorizes disclosure without consent. Items that Truman State University recognizes as directory information are listed in the University's student record policy, which is available at http://ferpa.truman.edu .  

5.   The right to file with the U.S. Department of Education a complaint of alleged failures by Truman State University to comply with the requirements of FERPA.  

6.   The right to know that school officials at Truman State University may obtain information from educational records without obtaining your prior written consent; who is considered a school official; and what legitimate educational interest will entitle school officials to have access to education records. These policies are outlined in Truman State University's student records policy, which is available at http://ferpa.truman.edu .

.
01 December 2001  

APPENDIX 8: INFORMATION TECHNOLOGY SERVICES ADMINISTRATIVE INFORMATION SYSTEM ID REQUEST FORM

Information Technology Systems

Administrative Information System (ADMIN)

ID Request Form

Name of Employee (First, Middle Initial, Last): _________________________________

Department ______________________________________________________________

I hereby acknowledge that I have read and understand the Truman State University Administrative Information Systems/Banner Guidelines for Data Standards, Data Integrity and Security document.

______ (initial here)

Date ID is to be enabled: ___________________________________________________

ID should be disabled as of: _________________________________________________

(for temporary IDs)

Please provide access to Banner for the above named employee. He/she has received training in the appropriate functional area(s) and has read and understands the document referenced above.

Create ID like existing ID: _________________________________________________

OR

Employee Classification(s) for Banner Access: _________________________________

_______________________________________________________________________

Signature of Department Chair ______________________________________________

Signature of Data Custodian ________________________________________________

(if different than Department Chair)

APPENDIX 9: DATA CONFIDENTIALITY AGREEMENT FORM

DATA CONFIDENTIALITY AGREEMENT

____________________________________________________ (hereinafter known as “Researcher”), has requested records from the Administrative Information System (ADMIN) database maintained by Truman State University. Researcher has submitted a research proposal that has been approved by ___________________ and has requested access to institutional data for the purpose of tracking cohorts of Truman students. Truman has a strong interest in and commitment to enhancing institutional and student performance through the type of research proposed by the Researcher. Accordingly, Truman has agreed to provide the requested data, provided that Researcher agrees to comply with the terms and conditions set forth in this Confidentiality Agreement.

Truman will provide the data to Researcher pursuant to the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g(b)(1)(F), and regulations issued under FERPA, 34 C.F.R. § 99.31 (a)(6). Researcher agrees that he/she will maintain the confidentiality of the SIS data in accordance with 20 U.S.C. § 1232g(b)(1)(F), 34 C.F.R. § 99.31(a)(6), and the terms of this Confidentiality Agreement.

 For purposes of this Confidentiality Agreement, the term “personally identifiable student records” includes, but is not limited to: (a) the student’s name; (b) the name of the student’s parent or other family member; (c) the address of the student or the student’s family; (d) a personal identifier such as the student’s social security number or other student number; (e) information about a group of students that contains four (4) or fewer students; (e) a list of personal characteristics that would make the student’s identity easily traceable; and (f) other information that would make the student’s identity easily traceable.

 Researcher hereby agrees that he/she will use the ADMIN data solely for the purpose of conducting studies, analyses, or other projects, such as tracking of cohorts of students, designed to improve retention. Researcher agrees that he/she will maintain the confidentiality of personally identifiable student records contained in the ADMIN data at all times and keep the ADMIN data in a secure location. Researcher shall restrict access to personally identifiable student records contained in the ADMIN data to those employees of Truman who are participating or assisting in the performance of a study, analysis, or project under the terms of this Confidentiality Agreement. Failure to adhere to terms of this Confidentiality Agreement may constitute violation(s) of federal law and the Board of Governors Policy 16.011 (Family Educational Rights and Privacy Act) regarding confidentiality and privacy of student educational records. Failure to observe confidentiality may result in sanctions imposed by the U.S. Government; dismissal or other disciplinary action(s) in accordance with University policy; and potential civil litigation by students whose records are misused.

Researcher may publicly release reports per research proposal, derived from information contained in the ADMIN data, provided that such reports reflect the original research proposal and do not contain any personally identifiable student records. In addition, Researcher agrees to provide a copy of the final research report(s) to the VPAA Office. Researcher agrees that he/she will not release or disclose any of the ADMIN data in any manner except as expressly described in this Confidentiality Agreement, unless Researcher has received prior written authorization from Truman.

 Researcher agrees that he/she will promptly return the ADMIN data to Truman upon written request by Truman. Researcher further agrees that he/she will destroy the ADMIN data when it is no longer needed for the purposes described in this Confidentiality Agreement.

By signing below, Researcher accepts and agrees to the terms and conditions set forth in this Confidentiality Agreement.

________________________________________________________

(Name & Title of Researcher)

By:_____________________________________________________

(Signature of Researcher)

Dated: __________________________________________________

TRUMAN STATE UNIVERSITY

By: _________________________________________________

     (Name & Title)

Dated: _______________________________________________

APPENDIX 10:   DATA REQUEST PROPOSAL FORM

TRUMAN STATE UNIVERSITY

Data Request Proposal Form

Project Title:

Project Description and Potential Benefits:

Data Elements Requested:

Data Format Requested:

Date Needed: ____________________________________________________

Signature of Project Initiator__________________________________________

Printed Name and Title______________________________________________

Date Submitted____________________________________________________

Signature of Academic Division Head

and/or Department Head_____________________________________________ Date: ______________

Action By Data Access Committee____________________________________ Date: ______________

Instructions: This form should be submitted for any request for data from the Banner System If data is requested which includes elements not controlled (owned) by the requesting division or department, approval by the Data Access Committee is required. If additional space is needed for the project description or data element list, please use attachments.

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