Notify.UW is a new service now available to all students at all campuses that lets you know when a course you are interested opens or closes. Students can sign up for email or SMS text alerts at http://notify.uw.edu. Information about the service and registration policies can be found at: http://depts.washington.edu/registra/learning/notify. View the video below to learn more about this new service.
For those of us who did not attend college during the internet age the process of planning out one’s academic program usually involved a paper and pen, a printed course catalog, phone calls, and of course meetings with advisers.
As computer use grew, other tools became available such as departmental websites, Excel, and Google Docs. Today students have a variety of ways to plan out a degree program electronically, but never before has there been a central tool for all UW students to use to aid in the planning process.
MyPlan, a new online academic planning tool is now available. MyPlan has several unique features previously unavailable to students. With MyPlan you can:
- Search for courses for your plan in a single place. Information is collected from both the UW Course Catalog and the UW Time Schedule.
- Bookmark courses of interest to refer to later.
- Share plans electronically with your adviser. Your adviser can comment on your plan and you can respond to each comment.
- Run degree audits using a new easy-to-read view of your degree audit reports.
The development of MyPlan will continue over time and students will be notified of new features and enhancements over the coming months. Feedback about MyPlan can be submitted at the MyPlan help site.
View the video below to learn more about how you can get started with MyPlan today.
As part of our ongoing effort to reduce paper-use and enhance access for students, the Office of the Registrar is pleased to announce the launch of a new online Hardship Withdrawal form for students. The new form, crafted by the Office of the Registrar’s Public Information Specialist and the Registrar’s Web Developer, reduces the handling and use of paper for both students and staff during the hardship process.
Before this new tool was launched, documentation and forms had to be mailed, faxed, or submitted in-person by students to university offices. Students can now submit all information and documentation via online forms and electronic document uploads. Students unable to use this online form can still submit HW petitions using the paper form UW Form 1707.
Questions about this form can be directed to firstname.lastname@example.org
I know what FERPA means…but please remind me again
The Family Educational Rights and Privacy Act is a topic most of us are familiar with as staff. FERPA was established in 1974 and protects the privacy of student education records. FERPA guarantees several rights to students in regards to their education records including:
- The right to inspect and review the student’s education records within 45 days of the day the University receives a request for access.
- The right to request the amendment of the student’s education records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.
- The right to provide written consent before the University discloses personally identifiable information from the student’s education records, except to the extent that FERPA authorizes.
- The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA.
FERPA also governs how we handle grade information and prohibits the public posting of student grade information or the sharing of educational records to third parties (including parents) without the consent of the student.
Though the rights for students and the basic tenants of the law seem straightforward, it is not always easy to interpret the impact of the law on the many unique and complicated situations presented to us on a daily basis. In addition to the federal law, there are also UW policies and state legislation governing the privacy of student data. With that in mind, let’s explore several topics related to the complexities of student privacy.
Email is safe right? RIGHT?
Email communications are considered to be inherently insecure. Email is often sent over unencrypted networks, and the potential for messages to be intercepted “in transit” is a very real and potential danger. Email is also prone to human error (you didn’t really mean to send that recipe for tuna casserole to your tax accountant did you?). But email is also an everyday communication tool we use at home and work. If you can’t email, then what?
There are simple steps you can take to minimize the risk of unintentional breaches of confidential information when using email.
- Avoid putting personal identifiers such as student names and numbers in the subject line of an email. Hackers have been known to scan the subject lines of email communications looking for user names, passwords, and other personally identifiable information. Information in the subject line could also be easily viewed by the person sitting next you on your bus ride home, or the barista who might glance at your iPhone while you are waiting for your latte. Maximize privacy by including this information in the main body of the email.
- When emailing student information for educational purposes to a student or to another university recipient, consider breaking the information up. For example, send a message to a department documenting the nature of the email topic, and then send a second email to include the name of the student discussed in the first email. This way, if one email is intercepted, not all data is disclosed at once.
- Finally, remember that some conversations are best accomplished in person. With as many benefits as email has, the security and confidentiality of information can sometimes best be handled through old-fashioned means such as a conversation in a private space, or a confidential phone call between staff members.
Email conversations aren’t part of the student record right?
Because email by its nature is a shared communication to one or more recipients, any information about a student that is shared through email can be considered to be part of a student’s education record, and can (must) be provided to the student if requested. When communicating through email or other electronic means regarding students, remember to use professional language and appropriate content.
So I can post grade information as long as I am using the last 4 digits of the student ID number, right?
Historically, both FERPA and UW have permitted the use of the last 4 digits of the student ID for instructors to post grades. FERPA allows such use if the student ID number being used is random, and if the ID cannot be used to access student information systems. UW student IDs meet these criteria, however the UW recommendation on this method has recently changed as better alternatives to the physical posting of grades have increased. It is now recommended you use UW applications, or other secure methods when communicating grade information to students.
Catalyst GradeBook and GradePage allow you to share grade information securely and electronically with students. Grade information can also be shared in-person with a student, or through a phone conversation if needed. Students can access their own grade information through unofficial transcripts via MyUW, and through learning management systems like UW Canvas. With all these alternatives available, the physical posting of grades becomes a less necessary option, and we encourage you to explore the many available tools UW provides.
This is all so overwhelming — I wish I had someone to help me!
Remember, you don’t have to know it all. None of us want to unintentionally violate FERPA or breach confidential student data. But the rules about what can and cannot be done are often grey and the answers unclear. With that in mind, we encourage you to seek out our resources to assist you with FERPA and student privacy issues. The Office of the Registrar has established a contact line at email@example.com for you to use to ask us any FERPA questions you might have. Breaches of confidential information should also be reported immediately to the Office of the CISO.
This Fall, the Office of the Registrar staff, UWIT staff, and other UW offices participated in the annual Kuali Days Conference, held in Austin Texas. Kuali is a community source software system being developed by universities throughout the world for the management of processes such as enrollment and registration. The University of Washington is a member of the Kuali Foundation, and is currently in the process of implementing Kuali Student modules for all three campuses.
Conference attendees expressed overwhelming enthusiasm and interest in the progress of Kuali, with over 800 attendees participating in Kuali Days events this year.
The University of Washington was proud to showcase a newly launched UW-developed Kuali student module called MyPlan. MyPlan is an Academic planning tool for students that will be hard-launching later this quarter.
Staff from across campus are also involved with the development and implementation of Kuali Curriculum Management and Kuali Enrollment modules. Bob Jansson, Associate Registrar and long-time staff member of the Office of the Registrar, joined the UWIT Kuali development teams in 2008. Bob is currently involved in the development of the Enrollment module, which encompasses creating course offerings, wait lists, seat pools, and course registration. Matt Winslow, Acting Associate Registrar, is assisting in the implementation of Kuali Student Curriculum Management to better manage university course and time schedule information. Tina Miller, Assistant Registrar, is assisting with the integration of degree audit reporting features in to the MyPlan system. Matt Saavedra, Learning Manager, is assisting with communication and educational efforts.
University of Washington staff have been hearing about Kuali for the past several years, and our experience at Kuali Days affirms our view that the health of Kuali is robust.