The
institution protects the security, confidentiality,
and integrity of its student records.
The LAMP & STING
office does not collect or store sensitive student
records such as social security numbers or date of
birth. LAMP & STING Collect names, phone numbers,
emails, mailing addresses and student school
identification numbers.
What are
the definitions, policies, and procedures governing
student records, their confidentiality and their
release?
The LAMP & STING
department adheres to the following Handbook of
Operating Policies (HOOP): Hoop 6.2.3 Family
Educational Rights and Privacy Act, HOOP 10.1.6
Texas Public Information Act, HOOP 10.1.7 Rules of
Conduct Pertaining to the Confidentiality of Social
Security Numbers. n addition the department has
established policy available on its website on the
importance on respecting confidentiality of
information.
How does
the institution ensure that it adheres to these
policies and procedures?
Departmental
staff and student workers must complete a compliance
training post online course on maintaining
confidential records. All new hires are referred to
departmental handbook for policies and procedures
within the department. Employees are held
accountable to information within the employee
handbook, which includes policy on confidentiality.
How are
the policies regarding student records in accordance
with federal regulations and how do they follow
educational best practices?
Office policies
and procedures distinguish between public directory
information and information that is confidential.
Confidential information on employees and students
is only accessed or made available to full time
staff who have a legitimate educational interest in
the information. Currently no full time staff in
STING or LAMP have access to confidential
information.
How are
students and others in the community informed of
policies and procedures governing student records?
Students are
made aware through the Student Handbook, New Student
Orientation, UTB/TSC catalog, HOOP, the Academic
Course Schedule listing for each semester, and as
they get orientated into special programs and
employment. Parents are informed at Parent
Orientation.
What is
the policy and process for the storage, release,
dissemination, and disposition of student records
(including both and printed records)?
Information that
is confidential (employee records, customer
information, participant information deemed not part
of the public director) is kept in a secured
cabinet. Access to the cabinet is available to full
time staff directly responsible for collecting the
information. The department director clears
requests for confidential information. Records
management policy is per UTB/TSC HOOP 10.2.7 Records
Management and Retention Policy.
