View Bill 17-18-16

Senate Bill 17-18-16

Bill ID: 17-18-16
Name: Proposal to Amend the UMD Policy and Procedures on the Disclosure of Student Education Records
Proposed: 11/20/2017
Sponsor: Adrian Cornelius, University Registrar
Proposal: This is the UMD policy to comply with the federal Family Educational Rights and Privacy Act (FERPA). The last update to this policy was 10/01/2002. Since that time, the federal policy has had three amendments. I believe the University policy should be amended to accommodate the necessary FERPA amendments, and the document itself should be reworded for correctness and reformatted, as necessary, to improve the flow and understanding of the information.

- Reword for correctness and reformat the document for improved flow and understanding of the information.
- Update the definition of “Attendance” to include online options.
- Update the “Education Records” exclusion related to peer-graded papers
- Update the definition of “Personally Identifiable Information” to include biometric record.
- Update the definition of “School Official” to include students serving on UMD committees.
- Update the “Prior Consent Not Required” sub-section of the “Disclosure of Personally Identifiable Information” portion of the policy to include items 1, 2, 3, 12, 14, 16, 17, 18, 19, and 20.

These changes are to accommodate the necessary FERPA amendments in the University policy since the UMD policy’s last update in 2002.

Compliance with the amendments of the federal FERPA policy is already in effect. The proposed updates are intended to bring the University policy in alignment with the compliances.
Active?Yes

Status

Status: Pending Approval
Approval(s):
Presidential Approval: Awaiting approval


History

Reviewed By: Senate
Received: 11/27/2018
Decision Date: 12/04/2018
Decision: The Senate voted to approve the proposal.
Next Step: Presidential Approval
Related Files:


Reviewed By: Senate Executive Committee (SEC)
Received: 11/09/2018
Decision Date: 11/16/2018
Decision: The SEC voted to place the proposal on the agenda of the December 4, 2018 Senate meeting for consideration.
Next Step: Senate Review
Related Files:


Reviewed By: Senate Executive Committee (SEC)
Received: 11/09/2018
Next Step: Senate Review


Reviewed By: Educational Affairs Committee
Received: 04/06/2018
Decision Due By: 11/09/2018
Decision: The committee voted to forward its recommendations to the SEC for consideration.
Actions: The Educational Affairs Committee met with the University Registrar and a representative from the Office of General Counsel (OGC) on September 12, 2018. At its meeting on September 28, the committee spoke with representatives of the OGC and Division of IT about the ramifications of the European Union's recently passed General Data Protection Regulation. The committee reviewed similar policies at Big 10 and peer institutions in October, and the committee's chair and coordinators gathered additional feedback on the proposed changes by attending a meeting of the Student Affairs Committee. The committee discussed its recommendations at its first November meeting, and approved them by an email vote concluding on November 8, 2018.
Next Step: SEC Review


Reviewed By: Senate Executive Committee (SEC)
Received: 03/28/2018
Decision Date: 04/06/2018
Decision: The SEC voted to grant the extension.
Actions: The SEC reviewed the Educational Affairs Committee's request for an extension at its April 6, 2018, meeting. The SEC voted to grant the Educational Affairs Committee an extension until November 9, 2018.
Next Step: Educational Affairs Committee Review
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Reviewed By: Educational Affairs Committee
Received: 01/23/2018
Decision Due By: 05/01/2018
Actions: The Educational Affairs Committee began considering the policy at its meeting on January 26, 2018. The committee was unable to make additional progress on the charge due to pending business, and requested an extension from the SEC.
Next Step: SEC Review
Related Files:


Reviewed By: Senate Executive Committee (SEC)
Received: 11/21/2017
Decision Date: 11/28/2017
Decision: The SEC voted to charge the Educational Affairs Committee with the review of the policy.
Next Step: Educational Affairs Committee Review