Faculty Orientation: Course Admin and MYCSUDH CALIFORNIA STATE - PowerPoint PPT Presentation

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS Faculty Orientation: Course Admin and MYCSUDH

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS AGENDA • FERPA • MYCSUDH.EDU • Add/Drop through Census • Petitions

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS FERPA • What Is FERPA? • What Records Are Protected? • Compliance • Directory Information • School Official • Legitimate Educational Interest • Disclosure Of Information – Parents – Other Organizations • More Information Regarding FERPA – See FERPA Fact sheet – A FERPA PowerPoint presentation for CSUDH employees can be found at: http://www3.csudh.edu/student ‐ affairs/admissions ‐ and ‐ records/docs/2011 ‐ 10 ‐ 12 ‐ ferpa ‐ presentation.pdf – US Department of Education Family Compliance Office at http://www2.ed.gov/policy/gen/guid/fpco/index.html

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS FERPA Case Studies • Student’s parent is calling you to find out why their son/daughter failed your class. How do you respond? • Employer is calling to verify student is enrolled in your class. How do you respond? • You receive a reference call for a current/former student. How do you respond?

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS Add/Drop through Census • Registration Memo • Instructor Drops • Add/Drop Timeline • Add/Drop (Fact Sheet) • Withdrawal (Fact sheet) • More Information – http://www3.csudh.edu/student ‐ affairs/admissions ‐ and ‐ records/faculty ‐ resources/default.html

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS Add/Drop Case Studies • Student wants to add your class but your class is full and your meeting room is also at the room cap. What do you do? • Student identifies themselves as a graduating senior in need of your class. What do you do? • Student attends your class the first day but you don’t see them after that, can you use an instructor drop to drop them from your class?

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS MYCSUDH • Class Roster – Student must be on class roster to attend – Non ‐ Payment will drop students through CENSUS • Waitlist Roster (Fact Sheet) • Permissions Numbers (Fact Sheet) • Degree Audit (Fact Sheet) • More Information – http://www3.csudh.edu/student ‐ affairs/sis/bpd/default.html#faculty – http://www3.csudh.edu/student ‐ affairs/sis/fact ‐ sheets/default.html

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS MYCSUDH Case Studies • Student’s name disappears off your class roster during the second week of class but student is still attending. What do you do? • You have three students who want to add your class after the first day of classes. What must you do to enable them to add?

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS Petitions • Late Add petitions • Withdrawal prior to add/drop • Withdrawal after add/drop – Serious and Compelling reason – Serious Accident or Injury

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS Petition Case Studies • Student comes to you and tells you they can’t afford to pay tuition until next month. Can they just sit in your class until then and then late petition to add your class? • Student isn’t doing well in your class. Is this a viable reason to drop/withdrawal prior to the end of add drop? Serious and compelling reasons? Serious accident or injury?

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS Admission Information This is an information document which will provide CMS/PeopleSoft Admissions terminology to help better understand Admissions data using the Student Self Service Module. The tabs applicable to Admissions data are the Student Center tab and the Admissions tab. What is the navigation to access a new applicant’s What is an Academic Program? admission status? An academic program is what the applicant is applying CAMPUS COMMUNITY > STUDENT SERVICES CENTER to (degree-seeking program or a non-degree seeking program). This data is found in the Admissions tab. What is the “TO DO LIST”? A “TO DO LIST” is a list of any items outstanding to What is an Academic Plan? complete an admissions file or admissions requirements. An academic plan is the major the applicant is applying (i.e. high school transcripts, test scores, college to. This data is found in the Admissions tab. transcripts, etc.) What is Application Nbr? Where do you find the “TO DO LIST”? This is a number assigned to an application. If the person Once you have navigated to the Student Services Center, applied more than once, each application is associated you will find the TO DO LIST on the Student Center tab with a unique Application Nbr. (1st tab). What is Admit Type? What is Admit Term? The admit type is a code defining an admission category. This is the term for which the applicant applied or is (First time, Transfer, Returning, etc.) admitted to. This data is found in the Admissions tab. What is Action Date? What is an Academic Career? The action date is the date of the most recent application An academic career is a code used to determine an status. applicant’s academic plan association. There are 3 Academic Careers set up in the system. This data is What is External Education? found in the Admissions tab. The External Education area will display all the schools UGRD — Undergrad and Ext Ed Credit the applicant has attended. PBAC — Postbacc and Ext Ed Credit EXED — Extended Ed Non-Credit Courses only This information can be found at: http://www3.csudh.edu/student-affairs/sis/fact-sheets/default.html

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS  FERPA Reference Guide Notify students regarding who is a school official and what constitutes a legitimate educational interest. WHAT IS FERPA? WHAT IS DIRECTORY INFORMATION?  The Family Educational Rights and Privacy Act of 1974 is a  Directory information is information that if provided is not Federal Law designed to: normally considered a violation of person’s privacy. o Protect the privacy of education records, o Establish the right of students to inspect and  Students must be informed of the items that are review their education records, and considered directory information. At CSUDH these items o Provide guidelines for the correction of are: inaccurate and misleading data through informal o Student’s Name and formal hearings. o Local and permanent address/telephone number WHAT RECORDS ARE PROTECTED UNDER FERPA? o Major field of study  o Educational Records that are maintained by an institution Participation in officially recognized that contains personally identifiable information that is activities/sports o not in an excluded category Weight/height of members of athletic teams o o An educational record is any record maintained Dates of attendance o by an institution that is directly related to a Degrees and awards received and dates o student or students. Most recent previous educational institution o Personally identifiable information refers to data attended  within a record that would make a student’s Students must be notified of the items of directory identity knows with a reasonable certainty. information  o Some excluded categories are: sole possession Students must be given the opportunity to request that notes, law enforcement records, employment directory information not be released. This right of non- records, medical and treatment records, alumni disclosure applies to directory information only.  records If a data element isn’t defined as directory information it  These records can contain items that isn’t directory information and can only be released if the are protected by FERPA such as a student’s written permission is obtained or the release transcript or other educational records. meets the requirements under one of the exceptions to  Sole Possession notes are records student’s written permission found in FERPA. created by one person as an individual WHO IS CONSIDERED A SCHOOL OFFICIAL? observation or recollection. These  A school official is a person that has responsibilities in the records are kept in the possession of the campus’ academic, administrative or service functions and maker and may only be shared with a have reason for using student records associated with their temporary substitute. E-Mail is never campus or other related academic responsibilities. This considered a sole possession note. includes: WHAT DO WE NEED TO DO TO BE IN COMPLIANCE? o A person employed by the college in an  Provide annual notification to students of their FERPA administrative, supervisory, academic, research, Rights or support staff position (including law  Provide students access to their education records enforcement and health staff personnel),  Allow students to request amendment to their education o A person elected to the Board of Trustees, records o A person or a company employed by or under  Allow students to request that the institution not disclose contract to the college to perform a specific task, directory information about them. This information can be found at: http://www3.csudh.edu/student-affairs/sis/fact-sheets/default.html