SACS Compliance Certification Report (PDF) - South Florida State ...

Disabilities Act (ADA), the college maintains the confidential nature of disability-related information,DBOT Policy 5.05. SFCC seeks to ensure that programs, services, and facilities are accessible to andusable by persons with disabilities. Persons with disabilities who are otherwise eligible for services musthelp the college accommodate their individual needs by notifying college staff of specific equipment orresource needs. The college will make every effort to reasonably accommodate these specific needs.Individuals have been assigned to assist in ensuring that students have access to college programs,services, and facilities. These persons are the ADA Student Coordinator and the ADA Employment andFacilities Coordinator.Employee access to the administrative online system is granted through an approval process whichinvolves the employee’s supervisor and the Registrar. For a more detailed discussion of Banner dataStudents are apprised of the college's policy and procedures regarding student records throughinformation contained in the SFCC College's Catalog online and Student Handbook which is printedannually and distributed to each new student during orientation. A student records brochure is also givento each new student during orientation.The Student Services Division is responsible for processing student records and maintaining the integrityof the electronic student data base, as well as paper documents relevant to all students. Students' writtenrecords stored in file cabinets are access-restricted and locked for security until the records are verifiedand scanned into the imaging system which is password protected.Each of the college's four major sites has admissions and student records staff who are available to assiststudents. They are responsible for collecting and accurately processing required documentation as well asmaintaining the integrity of documents submitted by students. The college's Student Services Division onthe Highlands Campus serves as the central office for storing physical student records until those recordshave been verified and scanned. The college regularly scans its student records, which are maintainedand stored on a storage area network (SAN), and securely houses those electronic records in thecollege's Information Technology server room on the Highlands campus.The college adheres to the Florida Department of State's policy for retention and disposal of records bothphysical and electronic, as published in the General Records Schedule GS5 for Universities andCommunity Colleges. The general procedures for retention and disposal can be found in SFCCAdministrative Procedure 2150.SFCC's Information Technology Department (IT) is responsible for the security of the student database,which is stored electronically in the administrative online computer system (Banner). IT keeps virusprotection updated and maintains server security. The college’s administrative computer system serversare secured in locked, restricted-access areas within IT. The general procedures for maintaining theintegrity and security of the electronic student data base can be found in SFCC AdministrativeProcedure 2152.It is the responsibility of IT to ensure that backups of the production and test Banner instances occur asscheduled so that the data is secure and can be restored in a timely manner if the need arises. It is alsothe responsibility of IT to ensure that encryption methods are in place for the transmission of data to thestate for reporting purposes. Currently, encryption is controlled through the router that connects thecollege to the CenturyLink network for all data FTP’d to Northwest Regional Data Center (NWRDC) by ITto report student, personnel, and financial information.Each server is connected to an uninterruptible power system (UPS) which provides approximately 30 to45 minutes of up-time. The server room is connected to a generator which provides power and cooling inthe event of a power outage.The college has a secondary database and forms server to serve as a disaster recovery system for theBanner administrative software in the event the production database and/or forms server sufferscatastrophic failure or becomes irreparably damaged. The secondary disaster recovery servers are locatedin the second floor communications equipment room of the Hardee campus (Bowling Green). The serversare refreshed each night with data from the production server. Testing of the disaster recovery databaseprocesses by module users occurs once a year.South Florida Community College Page 154 / 202