We too have an issue with permissions, although we do not allow academic
staff to access our records system - only admin staff which limits it a
bit.
Does this information even need to be recorded centrally? After all we
keep staff sickness separate from staff records so why not the same for
students? At my institutions only records relating to academic progress
are recorded in the student records system, other personal information
is held on their paper file. For programmes where there is an attendance
requirement we record the number of sick days on the system but not the
reason.
Mandi
Mandi Barron
Assistant Registrar (Regulation) and Information Officer
Bournemouth University, Registry
1st Floor Melbury House, 1-3 Oxford Road
Bournemouth, BH8 8ES
tel: +44 (0) 1202 961076 fax: +44 (0) 1202 961066
email: [log in to unmask]
-----Original Message-----
From: This list is for those interested in Data Protection issues
[mailto:[log in to unmask]] On Behalf Of Iain Harrison
Sent: 25 April 2006 10:22
To: [log in to unmask]
Subject: Re: [data-protection] Student Data Information available to all
Staff
Not based in an academic environment, but used to be!
Surely what is needed is for staff to access information on a
need-to-know basis.
One of my many hats is that of system administrator. I set staff access
levels defining what they can/cannot access.
THose who need to know certain information can then access it. Would
that be possible here? I know it can be complex, depending on how
flexible your systems are and how they are structured, but you should be
considering this.
Iain
Iain Harrison
Information Management Consultant
Information Management & Contracts
Leicester City Council
0116 252 7606
>>> Ann Keenan <[log in to unmask]> 04/24/06 9:31 pm >>>
Firstly my apology if this matter has already been discussed.
Like all Colleges we have a student record system (EBS in our case) and
use Agent to produce a suite of web reports that enables information
held on students to be available to staff. Although all staff have their
own ID logins which is properly managed and allocated, currently all
staff in the College are able to access all information held on EBS
about every enrolled student.
When a student phones in to advice that they will not be attending
College this information and the reason for their absence is recorded
and details are scanned and made available in EBS to any staff who wish
to access this information.
I am concerned therefore that we have made available too much
information to staff (including reason why students are not in College)
and would be very interested to hear how other Colleges have dealt with
this data without having to employ a full time person who job it would
be to permanently update staff access to student records?
Ann Keenan
Head of Registry
South Thames College
020 8918 7351
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