Procedure 5.6.8: Confidentiality and Security of Student Information for Distance Learning

Effective Date: Tue, Aug 12, 2008

The HCC Distance Learning Office complies with the Confidentiality and Security of Student Information Policy by implementing the following operational procedures. The Distance Learning Office also complies with the campus-wide Procedure for Confidentiality and Security of Student Information.

Accessing Student Information

  1. Student records, including only those available through STAC in the Datatel system and used for the purpose of creating or disseminating online course usernames and passwords, are accessible by
    1. Distance Learning coordinator
    2. Distance Learning personnel

Collection of Student Information

  1. The Distance Learning Office does not collect student information. When information provided by the student does not match that of SECT Datatel, students are connected with Student Development Services to resolve the discrepancy.

Distribution of Student Information

  1. Individual students are provided with basic online course login information (online course username and password) only upon verification of that student's identity (through the student's provision of address, phone number, Student ID number, or birthday that matches SECT Datatel information). No other information is shared with students.
  2. In cases where a student has asked an instructor or other person to seek online course login information on the student's behalf, this information is provided to that other person upon verification of that student's request.

Protection of Student Information

  1. The Distance Learning Office does not store student data, except in electronic form on our off-site hosted Blackboard server. That server is backed up daily and is protected by Blackboard, Inc. from outside parties.
  2. Other than course-specific content, the only student data stored on that server is the student's Blackboard username and password, address and phone number, and HCC email address. No financial aid information, transcripts, or other sensitive information is stored by the Distance Learning Office.

Storage of Student Information

  1. Distance Learning student data is stored on our off-site hosted Blackboard server. That server is backed up daily and is protected by Blackboard, Inc. from outside parties.
  2. Other than course-specific content, the only student data stored on that server is the student's Blackboard username and password, address and phone number, and HCC email address. No financial aid information, transcripts, or other sensitive information is stored by the Distance Learning Office.

Using Student Information

  1. The Distance Learning Office is only concerned with student data such that we can create a unique online course login ID and password. Sensitive student information is only seen by Distance Learning personnel and the online course username and password is only provided to students and, on a need-to-know basis, to others who may be assisting students in their acquisition of this information.

Transmitting Student Information

  1. Upon verification of student identity, Blackboard username and password may be transmitted to the student through college email, by phone, or face-to-face. No other student information is released by the Distance Learning Office.

Disposing of Student Information

  1. Student accounts remain in our Blackboard server indefinitely.
  2. Student online course content may be removed after three years (sometimes more, depending on the course of study).

Business Continuity

  1. Distance Learning student data is stored on our off-site hosted Blackboard server. That server is backed up daily and these backups are stored in a separate location. This data is protected by Blackboard, Inc. from outside parties. Any damage to HCC infrastructure will not affect this data.

Responsibility for Security and Confidentiality of Student Information and Records

  1. The Coordinator of Distance Learning is responsible for the security and confidentiality of student information and records with regard to online usernames and passwords.
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