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

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STUDENT RECORDS MANUALAppendix 2State of FloridaGENERAL RECORDS SCHEDULE GS5UNIVERSITY / COMMUNITY COLLEGE RECORDSMARCH 1996Sandra B. Mortham, Secretary of StateDepartment of StateDivision of Library andInformation ServicesRecords Management ProgramThe CapitolTallahassee, Florida 32399-0250(904)-487-2180 Suncom 277-2180TABLE OF CONTENTSGeneral Information and InstructionsiI. Statutory AuthorityII.III.Determining Retention RequirementsScheduling and Disposition of Public RecordsGENERAL RECORDS SCHEDULE GS5 1
STUDENT RECORDS MANUALAppendix 2GENERAL RECORDS SCHEDULE GS5General Information and InstructionI. STATUTORY AUTHORITYThis General Records Schedule is issued by the Department of State, Division of Library andInformation Services, Bureau of Archives and Records Management in accordance with thestatutory provisions of Chapters 119 and 257, Florida Statutes.Chapter 119, F.S., defines “public records” in terms of physical characters; and in legal and/orofficial documentation relationships, it also defines “agency” providing an inclusive listing ofstate, local and special government officials and organizational elements subject to laws andregulations pertaining to public records. In addition, the Chapter establishes the legal basis forcustody and disposal of pubic records and for public access to these records.Chapter 257. F.S., establishes the State’s Records Management and Archives Program under thedirection of the Division of Library and Information Services, Department of State; it specificallyprovides for a system for the scheduling and disposal of public records. The chapter alsoauthorizes the Division to establish and coordinate standards, procedures, and techniques forefficient and economical record making and keeping.II.DETERMINING RETENTION REQUIREMENTSIn determining the retention requirements of public records, four values must be evaluated toassure that the records will fulfill their reason for creation and maintenance. These are theadministrative, legal, fiscal and the historical value. These four values have been considered indepth to determine the retention requirements of the records listed herein.
Page 2 and 3: Student Records atUniversity of Sou
Page 4 and 5: Section I. Introduction to Student
Page 6 and 7: Where Are USF Student Records?AndWh
Page 8 and 9: the right to request amendment of r
Page 10 and 11: ♦ that the document(s) to which t
Page 12 and 13: ♦ Parents of a student who have e
Page 14 and 15: to defray production costs involved
Page 16 and 17: What is a Release Authority?Authori
Page 18 and 19: 6. Review our use of social securit
Page 20 and 21: Sample Employee Code of Responsibil
Page 22 and 23: Section III. Physical Security of S
Page 24 and 25: Visitor GuidelinesWith the exceptio
Page 26 and 27: Administrative ResponsibilityIn acc
Page 28 and 29: The custodians of data are accounta
Page 30 and 31: Student Information System Log-On I
Page 32 and 33: Student Direct AccessThe University
Page 34 and 35: Section V. Disaster Recovery/Busine
Page 36 and 37: a. To another college or institutio
Page 38 and 39: context does not include remedial e
Page 40 and 41: STUDENT RECORDS MANUALAppendix 16C4
Page 42 and 43: STUDENT RECORDS MANUALAppendix 14.
Page 44 and 45: STUDENT RECORDS MANUALAppendix 1let
Page 46 and 47: STUDENT RECORDS MANUALAppendix 1con
Page 48 and 49: STUDENT RECORDS MANUALAppendix 1(c)
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Page 56 and 57: STUDENT RECORDS MANUALAppendix 2DIS
Page 58 and 59: STUDENT RECORDS MANUALAppendix 2RET
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Page 64 and 65: Name as it appears in USF recordsSt
Page 66 and 67: E-mail address: Office Phone: Mail
Page 68 and 69: DISTRIBUTION LISTSTUDENT RECORDS MA
Page 70 and 71: USER FEEDBACK FORMStudent Records M

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