Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-5 - Administrative Policies In General › Section 3342-5-08.102 - Operational procedures and regulations regarding release of name and address listings

Current through all regulations passed and filed through July 1, 2024
(A)
								Procedures for
			 release of name and address listings from computer services.
(1)
									Any individual
			 wishing to request rosters, labels or listings of university students, faculty,
			 staff or associates from computer services should go to the appropriate
			 sponsoring agency to secure an approval form. A sample of the material to be
			 distributed should be attached to the approval sheet.
(2)
									If the sponsoring
			 agent, having consulted such rules as the university rule on the collection,
			 retention and dissemination of information about students, the sales and
			 solicitation rule and the human subjects review rule, finds no violation in the
			 intended use of the listings, he/she may indicate approval by affixing an
			 approved signature to the request.
(3)
									The following are
			 the authorized sponsoring agencies:
(a)
										Vice president for enrollment management and student
			 affairs if the request is from a student organization;
(b)
										Dean of college
			 or school if the request is from a faculty member;
(c)
										Dean of college
			 or school if the request is from a student on a research project;
			 and
(d)
										Vice president of the appropriate area if the request
			 is from an administrative staff member.
(4)
									Upon receipt of
			 the appropriate sponsoring agency signature, the sheet must be taken to the
			 manager of the list. Generally, any list of students is managed by the
			 registrar's office. A list of nonacademic personnel is managed by the
			 nonacademic personnel office. Faculty and staff listings are managed by the
			 president's office. Information pertaining to the manager of any list not noted
			 on the sheet may be obtained through computer services.
(5)
									When the form is
			 signed by both sponsor and manager, approval is granted. The form is to be
			 taken to computer services, where the process of printing the authorized list
			 will be completed.
(6)
									Approved requests must be submitted to computer
			 services two weeks or ten working days prior to the date it is needed in order
			 to allow for processing time.
(7)
									No lists will be
			 granted to individuals or organizations to advocate action which is contrary to
			 law or university policy.
(8)
									No lists will be granted to individuals or
			 organizations seeking to solicit for personal gain.
(9)
									Consistent with
			 the university rule on the collection, retention and dissemination of
			 information about students, no student rosters may be made available to
			 nonuniversity sources. Requesting agencies should be referred to the student
			 directory published annually in the fall and available to the public at the
			 university bookstore. The only exceptions to this would be the supplied to
			 contractors performing university services, such as the insurance company
			 carrying our student health insurance coverage.