| 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 |
|
|
