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Information Classification for Graduate School

Information Owner: Graduate School

Data Analyst Jeff Bridgham

Date: November 2007

Graduate Student Information:

The Graduate School maintains various types of records pertaining to graduate students; some are maintained for academic purposes; others are maintained for other specific purposes. The Graduate School processes, stores, and distributes graduate student information within the Graduate School Minority Affairs Office, Graduate School Fellowship Office, Dissertation/Thesis Office and Graduate Student Recruitment Services Office, Graduate Departments and Programs, and Graduate School Admissions and Records areas.

Graduate Student information includes but is not limited to academic transcripts, Official Graduate School Offer of Admission Letter and Condition of Admission Attachment, test scores, the plan of study document, Report of Final Examination form, and other academic records. All graduate student information is considered sensitive data until it becomes part of the student's educational record. The disclosure of information from student records is governed by the Federal Family Educational Rights and Privacy Act (FERPA). The Office of Registrar is responsible for administering FERPA.

Information Name Description Classifications
Public Sensitive Restricted
Graduate School Application Electronic application form     X
Transcripts Official undergraduate and graduate transcripts     X
Test Scores GRE, GMAT, TOEFL, TWE     X
Plan of Study >Master's and Ph.D. Plan of Study form also Change to the Plan of Study form without grades.   X  
Plan of Study Master's and Ph.D. Plan of Study form with grades.     X
Report of Examination Report of Preliminary Examination, Report of Final Examination for both Master's and Ph.D.     X
Candidate List The Office of the Registrar generates a preliminary candidate list. It is sent to the Graduate School to decimate to individual departments or programs. The departments add and subtract students for graduation.   X  
Candidate
Audit / Certification Form
Graduate School receives the information from Office of the Registrar. The audits are shared with the departments and they certify that the student is eligible to graduate.     X
Fellowship Awards The departmental business offices, Sponsored Program Services, Office of the Bursar, and the Graduate School share scholarship Assignment Form 90.     X
Minority Student Information Ethnic information needed for grant writing may include the students GPA, grades, and other sensitive data.     X
Minority Student List Ethnic list and labels for announcements of workshops and special events by university recognized groups.   X  
Course Information Graduate School Bulletin (paper copy and web site) X    
Thesis Receipt The deposit of the thesis must be received by the Graduate School before the end of the first working day following the last day of classes of the session in which the degree is to be awarded.     X
List & Labels Graduate student list and labels are requested for activities by university recognized groups.   X