Newsgroups: bit.listserv.cumrec-l
Date:         Tue, 26 Jan 1993 13:33:00 EST
From:         "Dave.Millsop" <ADP56@MSU.BITNET>
Subject:      Re: student directory informatio

MICHIGAN STATE UNIVERSITY currently defines the data elements listed below as
directory elements, subject to release unless otherwise requested by the
student. The student can request that all elements be kept confidential or
make the same request on an element by element basis.

STUDENT NAME
LOCAL ADDRESS
LOCAL PHONE
PERMANENT ADDRESS
PERMANENT PHONE
CURRENT ENROLLMENT STATUS
DATES OF ATTENDANCE
PROGRAM LEVEL
CLASS
MAJOR
CURRENT TERM CANDIDACY FOR DEGREE AND/OR TEACHER CERTIFICATION
INFORMATION PERTAINING TO AWARDS EARNED
INFORMATION PERTAINING TO HONORS ACHIEVEMENTS
DEGREE(S) EARNED FROM MSU
DEGREE EFFECTIVE DATE(S)
STATE OF MICHIGAN CERTIFICATION FOR TEACHING
STATE OF MICHIGAN CERTIFICATION FOR TEACHING DATE(S)
PARTICIPATION IN OFFICIALLY RECOGNIZED UNIVERSITY ACTIVITIES AND SPORTS
HEIGHT AND WEIGHT OF ATHLETIC TEAM MEMBERS

The recent implementation of our new Student Information System (SIS) has
greatly enhanced our capability to manage student requests for directory
element confidentiality.  Our new system includes a screen where the Office of
the Registrar may enter various codes in response to a student request for
confidentiality.  The bulk of the requests are for address and phone
confidentiality or for restricting the entire set of directory elements.  The
"CONFINFO" codes are associated with a particular student from the time the
request is made until it is explicitly changed by the student.  Even after
leaving the University, the codes and screening capabilities remain in place.

Each night, as part of our "data harvesting" (extract) process, the codes are
translated into a series of flags, one for each of the directory elements
listed above except for "height and weight of athletic team members" which is
not maintained on SIS. As reports are produced, either in the "production"
environment or in the Client Based Computing (end user) environment, programs
may scan the flags when appropriate to determine if data should be released
through labels, listings, or files created for data transfer.

Programs producing output strictly for use within defined "need to know"
parameters is not screened for directory element confidentiality.
"Need to Know" broadly stated is any official and required University use of
the data.  All output created for distribution outside the "need to know"
definition is screened using the flags described above.

Our large Client Based (end user) Computing environment must be sure to
perform confidential directory element screening when producing outputs for
third party or student group distribution.  In addition to programmatic
screening techniques, output distributed from the central IT organization
(Administrative Information Services) is marked with a confidentiality release
notice indicating the reciepient of the output is responsible for the data
contained within. Unauthorized use or release of the information after the
point the output is picked up by the user is the responsibility of the user.

So our screening is very broad, not limited to publications but extended to
any output produced for distribution outside of the "Need To Know /
Appropriate Use" policies of Michigan State University.

*******************************************************************************
David L. Millsop, Jr.                **
Manager, SIS Data Access Services    **  Be sure to catch our presentation at
Michigan State University            **  CUMREC 93 in San Antonio:
2 Administration Building            **
East Lansing, MI  48824-1046         **  "Three Steps Toward Distributed Data
(517)353-4420 Ext 232                **   Access:  DATA, TOOLS, and TRAINING"
ADP56@MSU.BITNET                     **
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Comments: Gated by NETNEWS@AUVM.AMERICAN.EDU