WNCC 2010 Self-Study Report - Western Nebraska Community ...

Data Access
Grades, attendance rosters, early-alert reports, and any other forms of student information relating
to enrollment in a course or to learning results, are accessible only through an instructor’s
password-protected personalized Portal, or to a limited number of people authorized to crosscheck
or correct problems with the data, such as the Assistant to the Registrar who can modify a
grade on an archived roster if requested, in writing, by an instructor to do so. In the same way,
attendance reports are only monitored by employees working in the Financial Aid office, who also
track Work Study hourly reporting and other narrow-in-scope functions tied to mandated state or
federal reporting.
Confidentiality is prioritized by limited access to electronic records and pop-up warnings when
certain programs are opened, advising the user that he or she will be viewing confidential data. In
addition, access to certain screens in Datatel is controlled so that only authorized viewers with an
educational-need-to-know can access the information. Other student support systems such as the
previously mentioned XACT early warning alert designed to trigger necessary intervention are
automated in delivery so that only those employees with direct responsibility for assisting the
student are notified of the report.
Similarly, the confidentiality of personal information such as social security numbers is guarded,
those numbers only being required when absolutely essential, such as for payroll purposes or
course enrollment. Otherwise, every student and employee of WNCC is issued a Datatel unique
ID number which can be used to verify the identification of a system user or for personal or
professional records. Besides electronic security, employees are aware of the need for
confidentiality, and information it passed on only if the other person has an educational need to
know, such as a safety or health concern, or if he person has the capacity to help a student
overcome a problem.
WNCC has an Information Resources Technology Policy, a Privacy Policy, and E-Mail Use Rules
and Guidelines in place. These resources and information guides are available on the College
website under the “Current Students” button and then the “Computer Labs” link. The same policies
are referenced in online courses to help guide instructors and students in the conscientious use of
technology.
The Information Resources Technology Policy clarifies the allowable use of information technology
resource at WNCC. Similarly, the WCCA Board of Governors Policy Manual states that “All users
of College information technology resources are responsible for seeing that these resources are
used in a safe, effective, ethical, and lawful manner,” and the following additional specific
guidelines are provided to users in the policy manual:
1. Respect the intended purpose of the College’s information technology resources.
a. Use should be for purposes of or in support of education or other College related
activities.
2. Users should never knowingly violate federal, state or copyright laws.
a. College information technology resources should not be used for commercial ventures
or for personal financial gain (RR 107).
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Western Nebraska Community College