“OOPS is
a four
letter
word”
OOPS is a
bad word in many occupations…and you WILL NOT want to be using it when it comes
to student records. Today we have a
wealth of information available via electronic and other communication
means. As educators, we are all
stewards of student information and we have a responsibility to protect
it. There are laws and college policies
regulating educational records. It is
not acceptable to disclose confidential information and then say “OOPS”!
þ
Never disclose
a student’s class schedule to another person…even the police. There are procedures to be followed even
when there is a lawfully issued subpoena…refer requests to Admissions and
Records (A & R).
þ
Do communicate with your students about
their work and make efforts to contact them outside of class if you cannot
reach them otherwise, however,
þ
Do not call a student’s home or work and
leave a message indicating concern about recent absences or poor grades.
Example: It
is OK to say, “This is Mr. Smith.
Please give me a call at 538-5555.”
It is best not to say, “This is Mr. Smith at the college. We need to discuss your progress in
class.” Better to call the student back
than to leave a message that could be intercepted by someone else.
þ
It is OK to post grades for students,
however, you cannot post those grades by name, social security number (even
just the “last four”) or in alpha order.
Use a different system.
þ
Do not discuss grade attendance or
academic information with parents, spouses, CHILDREN, or employers without a
student’s written permission. (A&R
keeps releases on file.)
þ
If a student is a MINOR, it may be
possible to talk with the parent but we are required to have proof of
dependency. (A&R may have the
documents on file or can help with obtaining them.)
þ
Do encourage students to work together in
teams, however they must devise their own ways of communicating with each other
outside of class. Do not give home
phone numbers to other classmates without permission to do so.
þ
Do not leave transcript or schedule
information on desks or in areas that are accessible to others.
þ
Do not leave student papers, TEST, or
assignments in places in which students go through them to get their own. Hand them back individually to students.
þ
Safeguard student information on your
computer terminal.
WHEN IN DOUBT…
DO NOT RELEASE-There is nothing wrong with taking a number and calling back after
checking.
DO NOT BE PRESSURED-You are responsible to the college and the student, not the
inquirer.
CONSULT-Call Admissions and Records or Student Services if in doubt.
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