At Helena College, adjuncts only have access to their current students information. Our full time faculty are also advisors and they have more access. The information housed in our student retention software is assigned by specific advisor, but they do have access to all students transcripts through BANNER web. We have some areas where there are a lot of students, but not a lot of advisors. In those areas, a faculty member from another area often is helping to advise and it is more a team approach. There are also some areas that group advise.
Sarah Dellwo, Director of Admissions and Records
1115 North Roberts
Helena, MT 59601
(p) 406-447-6908 (f) 406-447-6397
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From: MACRAO Listserv [mailto:MACRAO@LISTSERV.GFCMSU.EDU] On Behalf Of Hall, Cassie
Sent: Tuesday, June 21, 2016 1:06 PM
To: MACRAO@LISTSERV.GFCMSU.EDU
Subject: Re: Faculty Advisors and access to Student Records
Carroll is less restrictive and currently all faculty (most of whom are also advisors) have access to view student records through electronic advising. We are in the process of implementing a new registration and advising module, and for that our new Advisor role will allow “update” access (revising course plans, etc.) to assigned advisees and “view only” access to all students; however, our new Faculty role will only allow access to class rosters, grading, etc. (meaning faculty who are not also advisors – namely adjuncts and part-time instructors – will no longer be able to see student information in the same way that they do now).
I think the culture here at Carroll lends itself to more liberal access because often faculty who aren’t the student’s assigned advisor are still doing “advising” functions either more informally through office hours or as a pre-professional advisor or department chair, but I also completely understand wanting to be more restrictive. We’ve been talking about how implementing this new module will give us an opportunity to do some important refresher training on FERPA and other privacy/sensitivity issues with all of our advisors.
Best,
Cassie
--
Cassie E. Hall
Registrar
Carroll College
1601 N. Benton Avenue
Helena, MT 59625-0002
Tel: (406) 447-4572 / (406) 447-5435
Email: chall@carroll.edu
Web: www.carroll.edu
From: MACRAO Listserv [mailto:MACRAO@LISTSERV.GFCMSU.EDU] On Behalf Of Charity Walters
Sent: Tuesday, June 21, 2016 11:36 AM
To: MACRAO@LISTSERV.GFCMSU.EDU
Subject: Re: Faculty Advisors and access to Student Records
Western typically only allow the faculty advisor who advise the student to have access to their records. Students can change or add advisors through the advising office if they want another faculty advisor to access their records.
I know there are some schools that do give all access to all faculty advisors (and sometimes all faculty), but personally it always seems like a thin line to justify legitimate educational interest in that regards.
Charity
Charity Walters| Registrar and Director of Institutional Research | The University of Montana Western | 710 South Atlantic Street | Dillon, Montana 59725 |
Phone 406.683.7471
“Start by doing what is necessary; then do what’s possible; and suddenly you are doing the impossible.” St. Francis of Assisi
From: MACRAO Listserv [mailto:MACRAO@LISTSERV.GFCMSU.EDU] On Behalf Of Sharon Nau
Sent: Tuesday, June 21, 2016 11:13 AM
To: MACRAO@LISTSERV.GFCMSU.EDU
Subject: Faculty Advisors and access to Student Records
Good morning MACRAO friends,
This subject keeps popping up, and with new hires coming on campus and sharing their past experiences, I’m wondering…am I being overly protective of our students and FERPA. Please share some insight on how your institutions handle faculty advisors and access to student academic information. Currently at FVCC, faculty advisors only have access to academic records of students they advise. Do other institutions allow faculty advisors open access to all students’ academic records regardless of whether they have a legitimate reason to view their records or not? Your thoughts and guidance are greatly appreciated.
Thanks,
Sharon
Sharon Nau
FVCC Associate Registrar
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