This article was originally published in the Feb. 27, 2009, issue of myPurdue News.
Get FERPA, other certifications online
Online certifications for those who need access to confidential and private information are now obtained using WebCert, which has replaced WebServ, said Dan Whiteley, data steward in Student Services Technology and Assessment. These include certifications in:
- Family Educational Rights and Privacy Act of 1974 (FERPA)
- Gramm Leach Bliley Act/Financial Services Modernization Act of 1999 (GLBA)
- Data Handling and Classification
- Protecting Social Security Numbers (SSNs) at Purdue University
Each certification package consists of training/review material and a quiz.
“Anyone with access to student data through Banner, the ODS (Operational Data Store) or any other way must renew his or her FERPA and GLBA certifications each year,” Whiteley said. “If employees view SSNs in the ODS, they also are required to complete training and annual certifications in Protecting SSNs.”
“We also ask that new employees and those who currently have SSN access in Banner complete a one-time certification in Protecting SSNs.”
Automatic notifications, sent from email@example.com, will be mailed out approximately one month before someone needs recertification. If the employee has not completed this certification after 23 days, a reminder e-mail will be generated seven days prior to the deadline.
Whiteley recommended that FERPA and GLBA certifications be done at the same time to avoid receiving individual notices for each renewal.
“It is important that annual certifications be kept up to date,” Whiteley said. “Now that the new student systems are in place, employees’ access to data will be locked if any certifications are not completed in time.
“If someone’s account has been locked, they should make sure they’ve been certified (or re-certified) before requesting help. All certifications must be completed prior to requesting that the account be unlocked.
When, if trying to access INB (Internet Native Banner), a user receives an error message saying the account has been locked — and FERPA and GBLA certifications have been successfully completed — troubleshooting tips can be found in this Knowledge Base article. If the problem persists, the ITaP Customer Service Center (firstname.lastname@example.org or 49-44000) can provide further assistance.
On rare occasions, Whiteley said, someone could be “kicked out” during a quiz, forcing them to start over.
“It doesn’t happen very often, but if it does, clear the browser’s cache, log out, and then back in. If that doesn’t help, try taking the quiz on a different computer.”
Step-by-step instructions for clearing the cache are available for these browsers: