Student Records
Safety & Privacy Measures
- Windsor University frequently backup student records.
- This backup will be accessed only by the designated individuals responsible for operating the Institute’s servers and managing these records.
- Software engineers will monitor the server’s activities and immediately identify the automated alert system that notices suspicious activities.
- Each user (student, instructor, or administrator) will have certain privileges based on the nature of their work
- Information stored or transferred from the student records will be encrypted.
- Student records are purged frequently.
Accessibility Measures
To ensure that the student records are well-protected, the University will assign different access levels (privileges) for each individual within the Institute. This procedure will help preserve the student records’ confidentiality and help identify the leakage source as soon as possible.
Academic/Financial Records
Windsor University updates students’ transcripts once the instructors input the students’ grades. Students can view and print their transcript; however, they will not edit it since the PDF file will be un-editable. Students requesting other records should access https://app.windsoruniversity.us/ and fill in their unique username and password.
Accessibility for Students
Students can obtain a copy of their academic and financial records by logging into their profile on the University’s portal using their unique username and password. This portal contains a summary of their academic and financial records. Students requesting a more comprehensive record should e-mail the Student Affairs Department, stating the desired details to be displayed on the record.
Currently, student records are automatically handled using Moodle. This Student Information System is integrated into the Learning Management System (LMS).
Exception Policy
Windsor University respects, honors, and protects the applicants’ privacy, students and staff members, and records. Therefore, Windsor University will not reveal any of its institutional records to any individual or entity unless:
- They are a student/applicant who wishes to view their record.
- They are a staff member (faculty, administration, board, etc.) whose duties depend on these records.
- The university has the right to share the necessary information of applicants, students, and staff members to protect them.
- Government entities suspecting illegal activities in the institute will be provided access to the university’s records after submitting the necessary documents.
Students, applicants, and staff members are responsible for the accuracy of their records. The University has the right to take disciplinary action against any institution that intentionally provides misleading information. Suppose a student, applicant, or staff member suspects that the University has breached their privacy. In that case, they should file a complaint directly to the President [email protected] to resolve their issues.
Lastly, students may report to the Higher Education Licensure Commission (HELC) using the previously mentioned grievance policy. Disciplinary actions will be taken on all privacy breaches for students, applicants, or staff members.
Student Records Retention
Admission Records
Admissions Records for Applicants Who Do Enroll
| Series Title | Description | Minimum Retention |
|---|---|---|
| Admission Letters | Notices of admission, waitlist, and denials | 3 years after graduation term or last term of attendance |
| Correspondence, relevant | ||
| Degree | Bachelor Degree Certificate | |
| Transcripts (previous universities) | ||
| Application for admission or readmission | Admission application graduate admittance | 1 year after first term of enrollment |
| Passport number | ||
| Statement of Educational Costs | Estimate of total school year costs | |
| Statement of Financial Responsibility | Evidence of adequate financial resources | |
| Letters of Recommendation (admissions) | may also include other evaluative records | Until admitted |
General Records Related to Admission & Admission Process
| Series Title | Description | Minimum Retention |
|---|---|---|
| Annual Reports | Annual Statistical Reports concerning admissions activities, enrollment statistics, etc. | Permanent |
| Recruitment Materials | May include brochures, catalogues, etc. dealing with admissions, programs, and scholarships |
General Records Related to Admission & Admission Process
| Series Title | Description | Minimum Retention |
|---|---|---|
| Annual Reports | Annual Statistical Reports concerning admissions activities, enrollment statistics, etc. | Permanent |
| Recruitment Materials | May include brochures, catalogues, etc. dealing with admissions, programs, and scholarships |
Students’ Academic Records
Academic Program Records
Certification/Verification Records
| Series Title | Description | Minimum Retention |
|---|---|---|
| Enrollment verifications | Verification of enrollment, graduation, GPA, and other related academics | Until administrative need is satisfied |
| Teacher certifications | ||
| Transcript requests (students) | Official transcript requests by student |
Degree & Certification Records
| Series Title | Description | Minimum Retention |
|---|---|---|
| Enrollment verifications | Verification of enrollment, graduation, GPA, and other related academics | Until administrative need is satisfied |
| Teacher certifications | ||
| Transcript requests (students) | Official transcript requests by student |
Grade & Scholarship/Deficiency Records
Miscellaneous Records
| Series Title | Description | Minimum Retention |
|---|---|---|
| Name change authorizations | Until administrative need is satisfied | |
| Personal data information forms | ||
| Transfer credit evaluations | 3 years after graduation term or of last term of attendance; Permanent if part of academic transcript | |
| State Bar Verification Forms | Form from other states’ bar boards used to verify presence or absence of disciplinary actions against students | Permanent |
Registration & Enrollment Records
| Series Title | Description | Minimum Retention |
|---|---|---|
| Class schedules (students) | Student schedules for each term | Until administrative need is satisfied |
| Class lists | Record of class rosters for each term | |
| Course repeat form/approval | ||
| Credit/no credit, audit or pass/no pass approvals | Authorization for various ebrollment options | |
| Enrollment changes | Record of student add/drop/withdraw from class | |
| Hold or encumbrance authorizations | Registration and transcript holds | |
| Registration/enrollment records | Initial registration forms, current enrollment records | |
| Withdraw/cancellation of enrollment records | Record of request to withdraw from all classes |
Institutional Records
Students Records Electronic Data
| Series Title | Description | Minimum Retention |
|---|---|---|
| Data Change Logs | Electronic log of changes to enrollment and other data, including date/time stamp information and user that changed data if that data is maintained separately in the system | 10 years |
| Enrollment data | Electronic record or enrollment in classes, including records of drop, add, and enrollment change activity | |
| Student demographic information | Electronic student data including student characteristics, date of birth, former names, address information, photo ID and ethnic information | 50 years |
| Email data/information | Emails and other electronic communication that authorize academic/enrollment actions and/or provide directory/non directory information about a student | Until administrative need is satisfied |
Publications, Statistical Data, & Institutional Reports
| Series Title | Description | Minimum Retention |
|---|---|---|
| Catalogs | Published annually or bi-annually, record of courses, degrees, and programs of study offered | Permanent |
| Degree statistics | Record of degrees granted by institution per graduation term and/or annually | |
| Grade distribution and other grade statistics | Report of grades given, including summary grade point statistics by class | |
| Race/ethnicity reporting | Report of student enrollment, graduation, and other metrics by race and ethnic origin | |
| Instructor Evaluations (by students) | Until administrative need is satisfied |
Family Educational Rights & Privacy Act (FERPA) Records
| Series Title | Description | Minimum Retention |
|---|---|---|
| Request for formal hearings | Student initiated request for formal hearing regarding amendment of educational record | Permanent |
| Requests for and disclosures of personally identifiable information | Necessary for compliance with recordkeeping requirements in FERPA | |
| Requests for nondisclosure of directory information | Student request to opt-out of directory information disclosure | |
| Written consent for records disclosure | Student signed (electronic or paper) authorization for disclosure of educational record | |
| Waivers for rights of access | Covers confidential letters and statements of recommendations related to the student’s admission; application for employment; or receipt of an honor or honorary recognition (section 99.12(b)(3)) |
Federal Disclosure Record
| Series Title | Description | Minimum Retention |
|---|---|---|
| College costs, accreditation, textbook information, transfer credit policy | Complies with Higher Education Opportunity Act | 3 years from date of required disclosure |
| Crime statistics/security reports | Complies with Higher Education Opportunity Act | |
| Graduation/completion, Transfer-out data | Complies with Higher Education Opportunity Act | |
| Institutional information (cost of attendance, withdrawal procedures, accreditation, etc.) | ||
Federal Student Financial Aid (SFA) Records
SFA Program Records
| Series Title and Description | Minimum Retention |
|---|---|
| Accrediting and licensing agency review, approvals, and reports | 3 years from award year |
| Audit reports and school responses | |
| Records pertaining to finanical responsibility and standards of administrative capability | |
| Program participation agreement | |
| Self-evaluation reports | |
| State agency reports |
SFA Recipient Records
| Series Title and Description | Minimum Retention |
|---|---|
| Application data submitted to the Dept. of Education or lender by the school on behalf of the student | 3 years from award year |
| Data used to establish student’s admission, enrollment status, and period of enrollment | |
| Date and amount of disbursements | |
| Documentation of student’s eligibility | |
| Documentation of student’s satisfactory academic progress | |
| Documentation of student’s program of study and enrolled courses | |
| Documentation related to the receipt of aid, such as the amount of the grant, loan, or FWS award, and calculations used to determine amounts | |
| Documentation of initial or exit loan counseling | |
| Documentation supporting the school’s calculation of its completion/graduation or transfer-out rate | |
| Documents used to verify applicant’s data | |
| Financial aid history for transfer students | |
| Reports and forms used for participation in the SFA program | |
| Student Aid Report (SAR) or Institutional Student Information Record (ISIR) |