Compliance
Certification
Core Requirements
2.1 | 2.2 | 2.3 | 2.4 | 2.5 | 2.6 | 2.7.1 | 2.7.2 | 2.7.3 | 2.7.4 | 2.8 | 2.9 | 2.10 | 2.11

Quality Enhancement Plan
2.12

Comprehensive Standards
3.1.1 (Mission)

3.2.1 | 3.2.2 | 3.2.3 | 3.2.4 | 3.2.5 | 3.2.6 | 3.2.7 | 3.2.8 | 3.2.9 | 3.2.10 | 3.2.11 | 3.2.12 | 3.2.13 | 3.2.14 (Admin.)

3.3.1 (Effectiveness)

3.4.1 | 3.4.2 | 3.4.3 | 3.4.4 | 3.4.5 | 3.4.6 | 3.4.7 | 3.4.8 | 3.4.9 | 3.4.10 | 3.4.11 | 3.4.12 | 3.4.13 | 3.4.14 (Educational Program)

3.5.1 | 3.5.2 (Undergraduate Program)

3.7.1 | 3.7.2 | 3.7.3 | 3.7.4 | 3.7.5 (Faculty)

3.8.1 | 3.8.2 | 3.8.3 (Library)

3.9.1 | 3.9.2 | 3.9.3 (Students)

3.10.1 | 3.10.2 | 3.10.3 | 3.10.4 | 3.10.5 | 3.10.6 | 3.10.7 (Resources)

Federal Requirements
4.1 | 4.2 | 4.3 | 4.4 | 4.5 | 4.6 | 4.7 | 4.8

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Compliance Certification Report

Comprehensive Standard 3.4.11 - Security and confidentiality of student academic records

The institution protects the security, confidentiality, and integrity of its student academic records and maintains special security measures to protect and back up data.

Judgment of Compliance

Davidson College is in compliance with Comprehensive Standard 3.4.11.

Rationale for Judgment of Compliance

Davidson College protects the security, confidentiality, and integrity of its student academic records by adhering to the Family Educational Rights and Privacy Act (FERPA). All employees and agents of the College must comply with this law, as well as with related College policies.

All employees of the College who access College information through an assigned domain account must abide by the Acceptable Use Agreement for Faculty, Staff, and Students, the EDUCOM Code, and the Privacy Policy on Electronic Files. All electronic information is kept on secure servers in a locked facility and is password protected. All electronic information in Banner and other administrative information systems is backed up nightly and stored off-site of the IT building. A monthly back-up is stored in a second, separate location.

Current academic records (courses and grades) are kept electronically with all the security and backup processes.  Records of current students and students who attended in the last six years but withdrew are in locked cabinets in the Registrar's Office; the keys are in a locked box in that office that requires a combination.  Those records for current students include central information from the admission application; transcripts for any transfer credits that have been awarded during the student's career; and forms in which the student has requested pass/fail grading.  As required by law, the Registrar also files these requests for student transcripts that do not originate from the student or internally -- an event that seldom happens, but if, for instance, there were a court order requesting a transcript, it would be filed there.

Older academic records are kept on paper in College Archives (prior to the Class of 1920); in locked file cabinets in a locked area of the College’s main classroom building (Chambers Hall) for Classes 1921-1960; and in locked file cabinets in a file room of Chambers for Classes 1961-1988.  Paper versions for classes in the late 1980s/early 1990s are also in locked file cabinets in the locked area of Chambers Hall.  Through the mid-1990s, there are microfilm versions in a safety deposit box at Wachovia bank; the Registrar has the key.  From the early 1980s onward, academic records also exist electronically.

Supporting Documentation

• FERPA (Release of Student Information) (Registrar)
• Acceptable Use Agreement: Faculty, Staff, Students (ITS)
• Educom Code (ITS)
• Privacy Policy on Electronic Files

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