1

Expose student id to other parts of Populi

Jeremiah Miller

September 14, 2011 20:13

None

Follow

Student ID is "directory" information and should not be limited to just the Student tab in College Management. Any staff role needs to see student ID as well as be able to pull it on reports, for example in the library, financial and financial aid, admissions, etc.

Example: our student billing person needs to be able to run a report of all students who were invoiced with an accident insurance charge. He needs to export this list of students to an Excel file containing the Student ID so he can send this file to the student insurance company for enrollment. The insurance company requires student ID as one of the identifying fields.

• Facebook
• Twitter
• LinkedIn

7 comments

• 0
  
  Adam Sentz September 14, 2011 20:17

  FERPA defines "directory information" as "a student's name, address, telephone number, date and place of birth, honors and awards, and dates of attendance" http://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html

  Could you link us to somewhere where Student ID is listed as "directory information"?

• 0
  
  Adam Sentz September 14, 2011 20:26

  Here, on the same site, they define "directory information" differently http://ed.gov/policy/gen/guid/fpco/ferpa/mndirectoryinfo.html

  Including 

  "Student ID number, user ID, or other unique personal identifier used to communicate in electronic systems that cannot be used to access education records without a PIN, password, etc. "

  Seems like it means that it's considered "directory information" only when it's being "used to communicate in electronic systems that cannot be used to access education records without a PIN, password, etc."

  We'll have to look into it a bit more, but I doesn't seem like we should be precluded from doing what you're asking for unless the student opts out.

• 0
  
  Jeremiah Miller September 14, 2011 20:46

  Hm... good point; we wouldn't want this to be completely public to other students, for example we wouldn't want this on the Info tab. But it would make sense for it to be available to everyone with a "Staff" role. That wouldn't be an exposure of FERPA-protected data since it would be internal only.

  The bottom line is that we need student ID available to be exported/displayed in the Financial and Library areas of Populi. So the roles of Student Billing, Financial Admin, Financial Aid and all Library staff roles should by default be able to at least export this data.

  This is actually related to another feature request I put in awhile ago, which is to allow generic read-only access to the Staff role for the "Student Information" and "Degrees" portions of the right sidebar on the Student tab. This information should not be restricted to Registrars and Academic admins only. Regular staff should be able to see dates of study and program of study (which is directory information).

• 0
  
  Chris Chiacchierini December 01, 2012 01:52

  We need our security staff to be able to see the id badge listings for id purposes at our front desk.

• 0
  
  Adam Sentz December 02, 2012 02:41

  @Chris - Could you explain what you mean by "id badge listings"?

• 0
  
  Chris Chiacchierini December 05, 2012 22:47

  Sure. I am referring to the export ID cards report on the student table page.

• 0
  
  Adam Sentz December 05, 2012 23:12

  @Chris - Export ID cards is available to anyone with an active Staff role. If your security staff had the Staff role they could also just look the students up by name (assuming they have a computer handy). If that won't work for you, perhaps you could provide them with the PDF?