Student Record Retention, Access, and Disposition
- Student Record Retention, Access, and Disposition Policies
- Record Retention Schedule
- EDGAR Web Apps
- Degree Works
- Obtaining Access
- Security Agreement and FERPA Tutorial
- Getting Help
- Updating Your Access
Student Record Retention, Access, and Disposition Policies
In addition to FERPA, the Office of the Registrar recommends that departments be aware of the following Rice policies that will affect retention, access, use, and disposition of student records:
- Rice Policy 808 - Protection of University Data and Information
- Rice Policy 812 - Records Management
- Rice Policy 837 - Student Record Retention, Access, and Disposition Policy
Record Retention Recommendations
Rice Policy 812 requires that each department and office at Rice develop its own records management plan that meets the relevant requirements and its operational needs. Because of the varying nature of student records, the Office of the Registrar has developed, as required by Rice Policy 837, a suggested student/academic records retention schedule for departments to use, which is available here. This suggested schedule will be reviewed at least yearly and will be periodically updated.
A Department or office wishing to implement recommendations in the suggested student/academic records retention schedule should carefully review the schedule before implementing it to ensure that the suggestions do not conflict with any regulatory requirements that may exist in the records they maintain. Additionally, this suggested student/academic records retention schedule is only a guideline that can (and should) be adapted to the specific needs of the individual department or office with the records and should not be adopted without reviewing it against department/office needs.
If there are record types missing that you think should be added, please email registrar@rice.edu.
Access to OTR Managed Resources
EDGAR Web Apps
The Electronic Data Gathering and Reporting (EDGAR) system contains and accesses a numerous set of financial, research proposal & award, HR/payroll, facilities, and student information databases for campus users. Faculty and staff in student service, academic departments and residential colleges may request access to student record information via EDGAR.
The following student record information is available via EDGAR:
- General student information (email, college, matriculation term, status, major, credit hours, GPA, etc.)
- Unofficial transcripts
- Student schedules
- Addresses and phones
- Holds
- General student download
- Graduation list download
- Student address download
- Student holds download
Degree Works
Degree Works contains information on a students progress toward completion of their degree program, major, minor, and certificate requirements. Academic advisors for majors, minors, certificates, and residential colleges may request access to student degree audits within Degree Works. In an effort to streamline this process, the Office of the Registrar works with the Office of Academic Advising who prepare annual lists of divisional, major, minor, and certificate advisors. The Office of the Registrar utilizes these list to determine which faculty and staff may require access to Degree Works. Access to Degree Works for non-advisors may granted depending on roles and responsibilities. For more information visit our webpage on Degree Works.
Obtaining Access
The following table lists the student educational records access that may be provided based on the position:
Position |
Student Records Access |
---|---|
Student Support Services |
Access will vary by department, position, and responsibilities |
Major Advisor |
Undergraduate students who have declared a major in their department |
Minor Advisor |
Undergraduate students who have declared a minor in their department |
Department Chairperson |
Undergraduate and Graduate students who have declared a major in their department. |
Program Director |
Undergraduate and Graduate students who have declared a major in their program. |
Department Coordinator or Administrator |
Undergraduate and Graduate students who have declared a major in their department. |
Program Coordinator or Administrator |
Undergraduate or Graduate students who have declared a major in their program |
College Magister |
Undergraduate students at their assigned residential college. |
Divisional Advisor |
Undergraduate students at their assigned residential college. |
College Coordinator |
Undergraduate students at their assigned residential college. |
Security Agreement and FERPA Tutorial
To request access to student educational records, faculty and staff should submit a completed Rice University Account Applications and Security Agreement and complete the online FERPA Tutorial.
Security Agreement
For the Rice University Account Applications and Security Agreement, approval must be by the Department Chair, Academic Dean, or Non-Academic Department Chairperson (depending on the users department/division). Proxy signatures for those individuals are not accepted.
FERPA Tutorial
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of, and limit access to, student educational records. The Office of the Registrar has developed an online FERPA Tutorial, which includes a short quiz, to acquaint faculty and staff at Rice with FERPA. All Rice faculty and staff who request access to student records must complete the tutorial and subsequent quiz.
Once you have completed the quiz, the Office of the Registrar will receive a notification of your completion. Users must receive at least a score of 70 for competency in FERPA. Users are asked to retake the quiz if they achieve a score of less than 70. Once notification of your passing score is received, your completed security agreement will be reviewed and processed.
To begin the tutorial, please visit the FERPA Tutorial page.
Getting Help
If you currently have access and are experiencing problems logging into EDGAR Web Apps or Degree Works please contact the Office of Information Technology help desk at helpdesk@help.rice.edu. If you need assistance navigating through student educational records, please contact our offices at registrar@rice.edu.
Updating Your Access
If your department, position, or responsibilities have recently changed and you require changes to your existing EDGAR Web Apps and/or Degree Works access, please submit a revised Rice University Account Applications and Security Agreement.
If your FERPA Tutorial was completed more than 2 years, you will be requested to retake the tutorial prior to having your access updated.
If you need assistance with requesting changes or have questions about access to other student educational record information systems contact our office at registrar@rice.edu.
How Long Does Access Last?
On an ongoing basis, the Office of the Registrar conducts reviews of student educational records access to ensure users have a legitimate educational interest for access to student educational records per FERPA. Approved changes in academic programs, departments, and divisions may result in changes to users access in order to ensure users retain the appropriate access.
Individuals who have failed to maintain FERPA training at least once in the past two years or individuals who no longer have a legitimate education interest for access will have access removed.