Procedure 5.6.5: Confidentiality and Security of Student Information for Learning Resource Center

Effective Date: Tue, Aug 12, 2008

The HCC Learning Resource Center (LRC) complies with the Confidentiality and Security of Student Information Policy, as well as the campus-wide Procedure for Confidentiality and Security of Student Information, by utilizing the following operational procedures:

Accessing Student Information

  1. HCC student records, accessed via the PERC mnemonic in the Datatel system, are available to the following personnel:
    1. LRC Director
    2. LRC personnel
  2. LRC student records may be accessed by:
    1. LRC Director
    2. LRC personnel
    3. CCLINC personnel

Collection of Student Information

  1. The LRC collects basic contact information (eg. current address, telephone numbers, etc.) on currently-enrolled HCC students on an as-needed basis. Prior to being granted library borrowing privileges, students are asked to complete and sign an official library card application form.
  2. Student contact information is stored on the Unicorn Workflows library system (the standard software package for CCLINC community college libraries) for as long as students maintain borrowing relationships with the LRC.
    1. CCLINC is a NC community college library consortium. Administrative offices are based in Raleigh, NC.
    2. Established as a cooperative information-sharing entity, CCLINC consists of 44 member libraries and associated personnel.
  3. Item checkout records are maintained during the period when LRC materials are in a student’s possession. Following the discharge of checked-out LRC materials, these temporary records are deleted.

Distribution of Student Information

  1. Students may access their LRC records by providing a picture ID at the LRC circulation desk.

Protection of Student Information

  1. Digital LRC records are stored on the Unicorn Workflows library system, which operates on CCLINC servers in Raleigh, NC. Completed library card application forms are filed behind the LRC circulation desk.
  2. The LRC does not store sensitive information pertaining to student transcripts, financial aid information, course schedules, etc. Mailing addresses, phone numbers, library card numbers, and checked-out materials are the primary data fields contained within digital and print LRC records.

Storage of Student Information

  1. Unicorn Workflows LRC records are maintained on secure CCLINC servers in Raleigh, NC, where they are updated on a regular basis.
  2. Completed library card application forms are stored securely behind the LRC circulation desk.

Using Student Information

  1. The LRC collects basic contact information on students so that borrowing privileges may be extended to said individuals. No additional information is collected by the LRC.
  2. By means of its digital Unicorn Workflows records, the LRC produces print overdue notices whenever materials are categorized as overdue by the system.
  3. The HCC Datatel system is utilized only when overdue LRC materials are present on a student’s record in the Unicorn Workflows library system. Holds are placed on students’ HCC records in the Datatel system whenever checked-out LRC materials are deemed to be overdue, and those holds are subsequently removed when said materials are returned or are monetarily replaced.

Transmitting Student Information

  1. Students are allowed to access their LRC records by providing a picture ID at the LRC circulation desk.

Disposing of Student Information

  1. LRC records remain on CCLINC servers indefinitely.
  2. Checkout records are deleted as soon as borrowed LRC materials are discharged from the Unicorn Workflows library system.

Business Continuity

  1. Digital LRC records are maintained on off-site CCLINC servers in Raleigh, NC, and are therefore unaffected by HCC infrastructure events. The CCLINC consortium backs up the Unicorn Workflows library system on a regular basis.

Responsibility for Security and Confidentiality of Student Information and Records

  1. The LRC Director, LRC personnel, and CCLINC personnel are responsible for the security and confidentiality of LRC student records.
  2. The LRC Director and LRC personnel are responsible for the security and confidentiality of HCC student records.
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