What are Student Records? - Office of the Provost and Executive ...

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Visitor GuidelinesWith the exception of a select group of pre-identified University personnel, (staff from theAdmissions Office, Adult and Transfer Services, and University Administrators), persons whoare not employees or pre-authorized volunteer workers in the Office of the Registrar are to beconsidered visitors for purpose of entry to the Student Records Vault or Student RecordsProcessing areas.Visitors, including vendors and non-university maintenance/construction personnel, are never tobe left unattended in areas where there is access to student records/data.All employees of the Office of the Registrar are responsible for questioning the presence of anyunknown/unidentified person(s) in these areas.
Section IV.Electronic Information Security ofStudent RecordsIntroductionBanner is the name of the integrated software licensed from the SCT Corporation for University ofSouth Florida’s Student Information System.Banner’s hierarchy is ordered by instance, system, module and forms within modules toaccommodate different functional area processes. USF’s Alumni Association operates in an instanceseparate from student records. USF’s Production instance uses the Financial Aid system, theGeneral system and the Student system. The General system ties the other functional systemstogether. A student’s ID number, name, address, etc. is contained within the General system and isshared by the others. USF also maintains a Pre-Production instance of Banner for system testingpurposes.Banner modules are a collection of forms with embedded instructions used to enter, modify, deleteand query data. Banner simply provides the screens and programs necessary to manipulate data.The data are stored in tables residing in an Oracle database. Oracle is a relational database, whichmeans that tables are linked together by means of internal identification numbers and therefore dataredundancy is limited. One table might have a student’s ID number and the course numbers inwhich he/she is enrolled. A separate table has the course numbers and the course descriptions. Thecourse numbers link the two tables together providing the course description for the courses inwhich a student is enrolled. Over 1,200 tables exist in the Banner system.Data IntegrityThese guidelines establish a Policy of Responsible Computing for the protection, access, and useof University of South Florida’s student information system. They define the responsibilities ofeveryone accessing and managing the data. Offices may have individual guidelines thatsupplement, but do not supplant or contradict this policy. Data entrusted to the University byother organizations (e.g., foundations and governmental agencies) are governed by terms andconditions agreed upon with those organizations. Specific issues not governed by such agreedterms shall be governed by the guidelines set forth in this document.These guidelines ensure database integrity and the goal of facilitating secure, quick, professional,cost-effective communication for the USF community by:• avoiding creation of duplicate records for a single entity,• providing complete name/address information in a timely manner, with an audit trail ofchanges,• using standard entry to facilitate consistent reports and searches,• sharing effective processing discoveries and problem-resolution tasks with other users,• using USPS approved address setup deferring to database capability.
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Page 6 and 7: Where Are USF Student Records?AndWh
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