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Preamble:
The security and confidentiality of University records should be a
matter of concern to all Wichita State University (WSU)
employees. Many employees (including student employees) are
placed in a unique position of trust and obligation with reference to
having access to student records and files and the security and
confidentiality of said records and files. The purpose of this
policy statement is to clarify employees' responsibilities in
fulfilling that obligation. Since conduct, either on or off the
job, could affect or threaten the security and confidentiality of
student records and files, each employee with access to student records
and files is expected to adhere to the following policy statement.
Policy Statement:
1. Security and confidentiality of student records and files and control of access to the Wichita State University Student Information System shall be the responsibility of the Provost and Vice President for Academic Affairs and Research or the Vice President's delegee.
2. Employees are expected to maintain a clear
understanding of the type of information which can be released without
the student's consent, as defined in the Schedule of Courses
and the WSU Homepage at www.wichita.edu (link to the Office of the
Registrar where you will find the University's
statement on the Family Educational Rights and Privacy Act of 1974.
The Office of the Registrar periodically conducts training on the
Act. Employees can sign up for the course through the WIN
training link after signing on to myTools in Banner.
3. No employee may make unauthorized use of any student information in files maintained, stored, processed or accessed by any University Office.
4. Employees may not seek personal benefit or allow others to benefit personally by knowledge of any student record which has come to them by virtue of their work assignment.
5. Employees may not exhibit or divulge the contents of any record or report to any person except in the conduct of their work assignment and in accordance with office and University policies and procedures.
6. No employee may knowingly include or cause to be included in any student record a false, inaccurate, or misleading entry. No employee may knowingly alter or expunge from any student record, or cause to be altered or expunged, a true and proper entry.
7. No office student record, or copy thereof, may be removed from the office where it is maintained, except in the performance of an employee's official duties.
8. No employee is to aid, abet, or act with another to violate any part of this policy.
9. Any knowledge of a violation of this policy by any individual must immediately be reported to that person's supervisor.
10. Violation of the requirements of this policy may lead to reprimand, suspension or dismissal from the job, or other penalties consistent with general personnel policies. Violation by employees can lead to action under the applicable University policies or State of Kansas statutes pertaining to theft, alteration of records, or other applicable section.
Implementation:
The policy statement will be included in the WSU Policies and
Procedures Manual. Additionally, all employees with access to
student records and files shall be provided with a copy of this policy.
Effective Date:
February 24, 1998
Revision Date:
May 1, 2001