…the student must submit a Request to Prevent Disclosure of Directory Information to the Office of the Registrar. This form is available at the Office of the Registrar and must be submitted no later than the last day to add a course for the Fall term.
Shouldn't this be available to students at any time? If they miss this deadline, do they have to wait a year to submit it? What about the spring term? or for students who begin enrollment in the spring?
Official Custodians refer to the School Officials, who are defined as individuals. But the definition of Official Custodians then refers to offices.
In that listing, there are two titles that are generally associated with the Provost as if they are different individuals. That's confusing.
Commentor: Susan Epps
Submitted on: 5/16/2025 5:38:49 PM
On behalf of:
Individual Faculty
The Applicability section indicates that this policy applies to all students and all ETSU employees. The second paragraph indicates that ETSU employees must comply with FERPA and TCA. “School Official” is a defined term that includes “a contractor, consultant, volunteer, or other outside party to whom the University has outsourced University services or functions that would otherwise be performed by University employees.” Should the defined term School Official be used consistently throughout the policy? The policy is applicable to School Officials, not just ETSU employees. Also, some sections of the policy indicate what employees must do rather than what School Officials must do.
This is relevant to the second part of SACSCOC 12.5 (Student records): The institution protects the security, confidentiality, and integrity of its student records and maintains security measures to protect and back up data. The institution also ensures that independent contractors or agents that have access to or maintain student records are governed by the same principles and policies as institutional employees.
Also, the last part of the definition of School Official is confusing; could the language be revised to improve clarity?
…the student must submit a Request to Prevent Disclosure of Directory Information to the Office of the Registrar. This form is available at the Office of the Registrar and must be submitted no later than the last day to add a course for the Fall term.
Shouldn't this be available to students at any time? If they miss this deadline, do they have to wait a year to submit it? What about the spring term? or for students who begin enrollment in the spring?
Official Custodians refer to the School Officials, who are defined as individuals. But the definition of Official Custodians then refers to offices.
In that listing, there are two titles that are generally associated with the Provost as if they are different individuals. That's confusing.
The Applicability section indicates that this policy applies to all students and all ETSU employees. The second paragraph indicates that ETSU employees must comply with FERPA and TCA. “School Official” is a defined term that includes “a contractor, consultant, volunteer, or other outside party to whom the University has outsourced University services or functions that would otherwise be performed by University employees.” Should the defined term School Official be used consistently throughout the policy? The policy is applicable to School Officials, not just ETSU employees. Also, some sections of the policy indicate what employees must do rather than what School Officials must do.
This is relevant to the second part of SACSCOC 12.5 (Student records): The institution protects the security, confidentiality, and integrity of its student records and maintains security measures to protect and back up data. The institution also ensures that independent contractors or agents that have access to or maintain student records are governed by the same principles and policies as institutional employees.
Also, the last part of the definition of School Official is confusing; could the language be revised to improve clarity?