Judgment of Compliance: The College certifies COMPLIANCE.

Narrative:

WCC protects student academic records through the Office of Admissions and Records within the area of Student Services. The Director of Admissions and Records is responsible for the security, confidentiality, and integrity of student records. Policies regarding confidentiality of student records are included in the WCC General Catalog, the Student Handbook, CPM, and a separate handout provided by the Office of Admissions and Records.

The security of student records (hardcopy) is protected by its location within the Office of Admissions and Records. Records are kept in a fire-rated room that is separately keyed from other rooms in the suite. The staff of the Office of Admissions and Records are the only personnel who have direct access. Original student records are not removed from the Office of Admissions and Records. Record maintenance and backup procedures are mandated through the Records, Retention, and Disposition Schedule Manual. This document also outlines the process for creating microfiche records of student transcripts. Two microfiche copies of each transcript are created. One copy is kept in the Office of Admissions and Records, and the other copy is stored in a local bank vault.

Access to student records via computer is based on an educational need-to-know basis. All college employees that require access must have their supervisor approve the request for access. The Information Systems department uses the person’s position and the request from the supervisor to initiate a form requesting access to student records. The Director of Admissions and Records, the Registrar for Continuing Education and the user’s corresponding vice president must approve this form. Most faculty and staff access to student records is limited to read only capabilities. Access is removed within 24 hours for employees who terminate employment. Electronic student records are backed up weekly and stored in a fireproof safe in another building on campus. Monthly backups are stored offsite in a safe deposit box in a local bank. These monthly backups are kept for two years. A disaster recovery plan is currently under development and will be completed by May 2005.