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Narrative: Orangeburg-Calhoun Technical College OCtech protects the security, confidentiality and integrity of its student academic records and maintains special security measures to protect and back up data through use of an optical imaging system. The College adopted standards to secure the confidentiality and integrity of student records as required by the Family Educational Rights and Privacy Act (FERPA) guidelines. The Registrar has implemented measures and procedures to ensure privacy and security as recommended by the American Association of Collegiate Registrars and Admissions Officers (AACRAO).

Orangeburg-Calhoun Technical College Policy 4.022: Confidentiality of Student Records and Orangeburg-Calhoun Technical College Procedure 4.022.1: Confidentiality of Student Records were adopted to ensure the security, confidentiality and integrity of student academic records. Access is limited to the actual student and College officials who have a legitimate educational interest in the student record. The Confidentiality and Disclosure of Academic Records information is described in detail on pages 51-53 of the Orangeburg-Calhoun Technical College Catalog, 2004. This information is also provided to students on page 11 of the OCtech Student Handbook, 2004. The College will not disclose academic information without the written consent of the student. Exceptions to disclosure are outlined in the procedure on pages 51-53 of the Orangeburg-Calhoun Technical College Catalog, 2004 and in Orangeburg-Calhoun Technical College Procedure 4.022.01: Confidentiality of Student Records.

The College classifies directory information as student name, address, telephone number, program of study, and degrees earned. This information may be disclosed to individuals or organizations without the written consent of the student if the College determines that these individuals or groups promote the achievement of students or as necessary for employment validation. Students have the right to request that the College prohibit disclosure of directory information by notifying the Registrar of their desire as outlined in Orangeburg-Calhoun Technical College Policy 4.025: Directory Information.

Security of academic records is maintained through an optical imaging system that was installed at the College in 1998. Paper records prior to 1998 are stored in a file system located in a locked, fire proof records vault in the Administrative Building on campus. These files are stored in a motorized unit and access to the room is by security code only. All student admissions and academic documents are scanned and imaged to a stand-alone PC located in the Student Services Division. Access to this information is password protected and only accessible to Student Services Admissions and Student Records staff members. Student records that are scanned are stored on a large hard drive on the secure PC and are backed up once per week to a secondary portable drive. The original paper documents that are scanned are stored in a secure records storage area in a stand-alone building on campus. This secondary location provides a back-up means to access the original records in the event both electronic methods become inoperable. Disposal of academic records is scheduled and conducted as stipulated in the Orangeburg-Calhoun Technical College Records and Retention Schedule. Disposal of records must be approved by the South Carolina Department of Archives and History.

Temporary documents that are utilized by staff as part of performing daily job duties are placed in a locked shredder bin in the Financial Aid Records Room in the Student Services Office. These records are destroyed by a professional vendor on a scheduled basis or as needed. This procedure ensures that records with student identifiable information are not discarded in general trash receptacles.

Currently enrolled students have online access to their individual academic records through Web Advisor. Access to this system is secure and password protected. Students are assigned user names by the College but establish and maintain their own unique password.

See also Compliance Certification Report 3.9.2: Security of Student Affairs Records.

The same procedures apply for distance education and Triple C students.

Evidence of Support: