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Handbook of Operating Procedures
Chapter 2 - Faculty and Academics
Publication Date: September 12, 2014
Responsible Executive: VP for Academic Affairs


2.19 Security of Student Records


I. POLICY STATEMENT


The University of Texas at San Antonio (UTSA) will record, retain, and ensure the security of Student Work submitted for academic credit and of grades assigned for Student Work.


II. RATIONALE


The policy establishes guidelines for facilitating the security of all Student Records, including Student Work, maintained and recorded by faculty members.


III. SCOPE


This policy applies to all UTSA faculty members.


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter2/2-19.html


V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


UTSA or UT System Policies or the Board of Regents Rules & Regulations

  1. UTSA HOP policy 2.02, Faculty Appointments and Titles      
  2. UTSA HOP policy 8.12 , Information Resources Use and Security Policy
  3. UTSA HOP policy 9.21 , Records and Information Management and Retention
  4. UTSA Records Retention Schedule

Other Policies & Standards

  1. Federal Educational Rights and Privacy Act (“FERPA”)

VI. CONTACTS


If you have any questions about HOP policy 2.19, Security of Student Records, contact the following offices:

University College (for students enrolled in undergraduate courses)
210-458-5191

The Graduate School (for students enrolled in graduate courses)
210-458-4331


VII. DEFINITIONS


Faculty Member: any person appointed as the instructor of record of a UTSA course who is responsible for course content and course grades, and who holds a UTSA tenured, tenure-track, or non-tenure track academic title as specified in HOP policy 2.02, Faculty Appointments and Titles.

Student Work: any work submitted by a student to a course instructor that is required as part of the grade for a course such as examinations, term papers, written assignments, homework, and reports. These materials are considered education records under FERPA.  Signed rosters used to take attendance are treated as student work.

Student Records: any log or register containing a listing of the evaluations of student work such as scores, percentages, or letter grades, including any student attendance information (e.g., number of classes missed, etc.) included in grade calculations. These records are considered education records under FERPA.


VIII. RESPONSIBILITIES


  1. Faculty Member
    1. Retain Student Work for the required period of time designated in this policy and  in the UTSA Records Retention Schedule.  
    2. Record and retain students’ grades for the specified period of time designated in this policy and in the UTSA Records Retention Schedule.
    3. Keep Student Records, Student Work and any other education records confidential as required by FERPA.

IX. PROCEDURES


  1. Family members shall store Student Records electronically in secure, password protected media provided by UTSA. Student Records must be stored on university provided learning management systems, password protected university network storage systems, password protected university provided desktops, encrypted laptops, or university provided encrypted electronic portable storage devices. Student Records must not be stored on non-university computers or other storage devices or mechanisms. However, faculty may utilize password protected classroom response systems during the current semester to maintain student records. Hard copies of Student Records may be retained but must be protected in secure locations (e.g. locked filing cabinet) when not being used by the faculty member and these hard copies do not substitute for any requirements to provide grades to students via learning management systems.   
  2. Faculty members will retain Student Work not returned to the student (such as examinations, term papers, and other materials) for at least one calendar year after the conclusion of the academic term during which the course was taught. Student Work does not have to be stored electronically. During this time period, students shall have access to review and examine these materials should they request to do so.  Faculty may destroy the education records pursuant to UTSA’s Records Retention Schedule once the retention date in the schedule has passed in a manner, such as shredding, that protects the confidentiality of Student Work containing grades.
  3. Any signed rosters that are used to take attendance or participation information shall be treated as Student Work and must be maintained for one calendar year and may be destroyed at the conclusion of  the retention date in the UTSA Records Retention Schedule has passed. If attendance is used in the calculation of grades, the summary record of attendance used in grade calculation (e.g., number of classes missed) must be retained in electronic format as described in Section A above for other Student Records.
  4. Faculty members shall record all grades assigned during a semester for Student Work submitted as well as the final grade.  All grades must be recorded electronically as described in Section A, and retained for a minimum of time period prescribed in UTSA’s Records Retention Schedule.

X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION


None


XI. FORMS AND TOOLS/ONLINE PROCESSES


None


XII. APPENDIX


None