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Academic Affairs

College of Education and Human Services Data Owner: Ken Perkins
Data Type Description Classification
Public Internal Restricted
CEHS Web Files Web pages, documents, PDF files, photos X    
CEHS Office Data Documents, correspondence, departmental forms, grant information, meeting agendas and minutes, invitation/contact data, department presentations, reports, faculty pictures   X  
Program Assessment Data Documents, course syllabi, program matrices, assessment plans, files created for online assessment surveys X    
NCATE Assessment Database File Database & spreadsheets containing evaluations for clinical experiences from students, university supervisors, and cooperating teachers, assessment forms, student clinical experience placements, various assessment reports and downloads, cooperating teacher data   X  
NCATE General Files Meeting notes, documents, forms, tables, spreadsheets, faculty vitae, reports, instructions   X  
AIR Data Files Database with student data: student headcount, majors, degrees conferred     X
VITAL Student Records Records for all students in the teacher preparation program     X
VCLA & VRA Data Files Student scores for the VCLA & VRA state exams      
Unit Wide Assessment Data Graduation reports, data forms, spreadsheets, other program area reports/documents   X  
Education Program Teacher Candidate Information Blank applications & Information for Education Program Teacher Candidates X    
Handbooks, Manuals Clinical and field experience handbooks for university supervisors, cooperating teachers and teacher candidates, etc. X    
Teacher Candidate Records Include ACT, Praxis & SAT scores, assessment requirements noted, experiences (field & clinical), recommendations, applications (include L#, GPA, contact information)   X  
College Verification Forms Document to certify teacher candidates' degree     X
Summer Leadership Institute Applications Call Me Mister applications to Summer Leadership Institute, including insurance information   X  

 

International Affairs Data Owner: Petra Visscher
Data Type Description Classification
Public Internal Restricted
International Affairs Office Publications Flyers, newsletters, etc. created to promote study abroad X    
Consortiums, Exchange Agreements with Other Institutions/Affiliates Consortiums and exchange agreements with affiliates/institutions containing financial information and other obligations/contracts   X  
Student Health Reports Student health reports, including medical conditions, medications taken and health insurance information of prospective study abroad students, and students currently abroad   X  
US Passport Copies Copies of US Passports of students studying abroad     X
Student Study Abroad Applications Completed applications (includes student address, L#, Date of Birth)   X  
Immigration and Visa Information Passport and visa information for visiting students     X

 

Graduate and Extended Studies Data Owner: Jeannine Perry
Data Type Description Classification
Public Internal Restricted
Graduate Marketing Materials Printed brochures, viewbooks, flyers, posters, application form, recommendation form X    
Graduate Web Site Web site for Graduate & Extended Studies X    
Graduate Catalog Annual official catalog X    
Graduate Student Academic Support Orientation materials, advisor materials, transfer requests, substitution requests, comprehensive exams, graduate faculty petitions   X  
Graduate Faculty Support Semester reporting of admits, degree recipients, major lists, trends   X  
Off-Campus Course Creation Course creation forms, course spreadsheets from faculty   X  
Graduate Admission Application Application form, recommendations, personal essay, official transcripts, copies of other supporting documents, admission offer letter, deposit receipt   X

X
(when connected to PI)

Graduate Assistantships Assistantship applications from faculty & students, supporting documentation   X

X
(when connected to PI)

Graduate & Extended Studies Office Data Travel details, calendar   X  

 

College of Business and Economics Data Owner: Paul Barrett
Data Type Description Classification
Public Internal Restricted
College of Business and Economics Faculty & Staff Materials Minutes, meeting agendas, and by-laws   X  
College of Business and Economics Web Site Information on the College of Business & Economics including academics, student opportunities, programs, board members, and faculty/staff X    
Applications for Admission to Business and Economics Degree Programs Student form indicating when the admission requirements will be met and major/concentration   X  
Alumni & Corporate Advisory Board Materials Minutes, meeting agendas, and by-laws   X  
Internship Materials Internship agreements, student resume and application letter, contact information for intern and internship supervisor, and evaluation forms   X  
Assessment Data Senior major/concentration exams, videos of student presentations, papers written by students, and assessment rating sheets   X  
Scholarship Applications Student applications for College of Business & Economics scholarships including resume, application form, and essays/letters   X  

 

Library Data Owner: Suzy Palmer
Data Type Description Classification
Public Internal Restricted
Library Web Site Content Web pages, style sheets, images X    
Library Online Public Access Catalog Bibliographic records of library collection X    
Library Staff Shared Files Interlibrary loan templates and settings for web interface, minutes, photos, plans, policies, procedures, reports, statistics, vendor licenses   X  
Library Proxy Server Logs http request logs, proxy message logs   X  
Library ILL Patron Accounts Interlibrary loan patron account information   X  
Library Patron Reading History Record of materials checked out to the patron (falls under Privacy Act)   X  
Library Delinquent Accounts

Records of overdue materials and associated fines.

  X  
Library Patron Information Non-Longwood patron names, addresses, driver's license no., social security number, date of birth, phone no.     X

 

College of Arts & Sciences Data Owner: Charles Ross
Data Type Description Classification
Public Internal Restricted
College of Arts & Sciences Data Departmental forms, correspondence, reports, invitation/contact data   X  

 

Academic Affairs Data Owner: Ken Perkins
Data Type Description Classification
Public Internal Restricted
Faculty Rank Information     X  
Student Assessment of Instruction Data Includes teacher evaluations filed by students and corresponding course number, course name, etc.   X  

 

Registrar Data

Owner: Vikki Levine

Data Type Description Classification
Public Internal Restricted
Student Directory Information Student name, local address, Longwood email address, local telephone number, Major field of study, classification, participation in officially-recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and dates of field experience X X

(when Student Directory Information Restriction form on file)

 
Student Emergency Contact Information Contact name, relationship, address, telephone number   X  
Student Educational Records Educational records covered by FERPA   X  
Banner Maintenance Information Documents related to Banner access, training, use and change control   X  
Student Biographical Information Student name, gender, DOB, Age, SSN, citizenship, marital status, religion, ethnicity   X

X

(when connected to PI)

Transcripts     X

X

(when connected to PI)

Title II Completers Files Spreadsheets with student data including Praxis scores and certification areas     X
Praxis Scores Praxis scores from individual students for Praxis I and II tests   X

X
(when connected to PI)

 

Speech, Hearing and Learning Services 

Owner: Lissa Power-deFur

Data Type Description Classification
Public Internal Restricted
Manuals Procedural manuals X    
Marketing Materials Brochures, flyers X    
Blank Forms Forms used for client charts X    
Student Work Documentation Approved lesson plans, reports, correspondence   X  
Center Related Correspondence     X  
Student Files Student information   X  
Practicum Evaluations Ratings of students clinical competencies   X  
Practicum Applications Application to participate in an external placement   X  
Self Evaluations Student self evaluations at the end of the semester   X  
Clinical Clock Hours Time they have accrued evaluating and treating clients   X  
Clinical Clock Hours Summary Summary sheet of each student's clock hours   X  
Student Insurance Records Student liability insurance information and car insurance information   X  
HIPAA Test HIPAA test and results   X  
Universal Precautions Bloodbourne pathogens test and results   X  
Assurance Statement Statement of compliance with policies   X  
Budget Reports Financial reporting to the state   X  
Background Checks Criminal background checks on graduate students     X
TB Test Results       X
Client Files Clinical information, including assessments and reports, in either paper or electronic form, including audio and video recordings       X
Client Financial Files Financial information including tax returns and W2s     X
Completed Releases Forms to request medical or educational records     X
Completed Authorizations Authorizations to be able to serve client. Insurance authorizations     X
Log of Request for Records Requests for medical and/or educational records     X
Summary Sheet of Deposits Client Names and Bank Account Numbers; LU financial account numbers     X

 

Center for the Visual Arts Owner: Ken Perkins
Data Type Description Classification
Public Internal Restricted
LCVA Office Data                                               memos; letters; administrative paperwork; forms; policies; Advisory Board data: members and minutes; facility docs: floor plans, photos, exhibition planning docs (except below), maintenance records and logs; graphics; distribution lists: donors, interested parties, professional associates; archives: photographs of events/collections;  

X

 
Art Data appraisal files: object/collection valuations; object record files: information about objects (artwork) in the LCVA collection, including object valuations; artist data; conservators' data; loan data    

X

Contract Records contracts typically include SSN    

X

Educational Data course materials: outlines, lectures, notes, etc; programming materials; event records  

X

 
Revenue data fundraising materials, donor files, invoices  

X

X

Exhibition Data Security, insurance, and artist/donor/lender PII planning documents    

X

Publication Data Annual reports, overview, history and events, mission statement and ethics statement, promotional materials.

X

   
Volunteer Records names, addresses, hours served by LCVA volunteers. Some of these are court-ordered community service vols.  

X

X

 

Academic and Career Advising Center Data Owner: Mary Meade Saunders
Data Type Description Classification
Public Internal Restricted
Council for the Advancement of Standards in Higher Education (CAS) Evaluation of office based on the CAS Career Services Standards and Guidelines X    
Graduate Surveys Information on students' plans after graduation, salary and test scores   X  
Job Fair Files List of attendees, logistics, costs, contact information   X  
On Campus Recruiting Files Names of employers coming to campus to interview students, make presentations, and set up information tables. Contains contact information, names of students selected for interviews, students who applied for interviews   X  
Annual Reports Activities and accomplishments of the Center   X  
Job & Internship Database Names of companies and organizations with job and internship postings, job fair information   X  
ACAC Policies & Procedures Manual Guide to essential functions of the office   X  
Resource Room Material Acquisition Information Cost and year purchased for Resource Room items   X  
Student Credential Files Evaluations, letters of recommendation, test scores and resumes of students   X

X
(when connected to PI)

 

Admissions Data Owner: Sallie McMullin
Data Type Description Classification
Public Internal Restricted
Aggregate Prospect Data   X    
Aggregate Applicant Data   X    
Prospect Data Student identifiable information such as test scores, reply cards, CDN cards, emails, phone notes, search tapes, lists   X

X
(when connected to PI)

Applicant Data Student identifiable information such as test scores, transcripts, letters of recommendation, lists   X

X
(when connected to PI)

 

Office of Assessment and Institutional Research Data Owner: Ling Whitworth
Data Type Description Classification
Public Internal Restricted
OAIR Office Data Agendas, reports, meeting materials, etc. for OAIR meetings with other university administrators and directors; internal memos   X  
Longwood Fact Book Collection of five-year aggregated and operational data that included student, faculty, finance, financial aid, program offering, student services. It is to be published on website annually. X    
Survey:VSA-College Portrait Set of aggregated data regarding Longwood's admission, enrollment, student financial aid, measuring learning outcomes and campus environment is prepared by Longwood and published by VSA-College Portrait. X    
Student-Athletes Graduation-Rate Report Report is prepared by Longwood and published by NCAA. X    
NSSE Report This is a collection of reports resulted from NSSE survey. Longwood conducts this survey every third year on a group of selected freshmen and senior students. X    
IPEDS Data Feedback Report This report is about Longwood and prepared by USDE. X    
Longwood IPS Certificate Report   X    
Survey:Athletics Aggregated data regarding athletics and general student population   X  
Survey:Disabilities Aggregated data regarding students with disabilities   X  
Survey:USNews This is a collection of surveys on Longwood. It includes Main Statistical Survey, Finance Survey, Financial Aid Survey.   X  
Survey:Petersons Aggregated data regarding Annual Survey of Undergraduate Financial Aid   X  
Reporting Memos Memos regarding reporting/standards/views   X  
Survey:NCATE Aggregated data regarding students in Teacher Education program   X  
IPEDS Worksheets Aggregated data for IPEDS worksheets (Integrated Postsecondary Education Data System)   X  
IPS Worksheets Aggregated data for IPS worksheets   X  
SCHEV:CE Detail student records: Course enrollment (Contains SSN, grades, domicile location.)     X
SCHEV:DC Detail student records: Degrees conferred (Contains SSN, major, domicile location.)     X
SCHEV:FA Detail student records: Financial aid (Contains SSN and financial aid detailed records.)     X
SCHEV:FC Detail student records: Fall cohort (Contains SSN, major and domicile location.)     X
SCHEV:GRS Detail student records: Graduation rate survey (Contains SSN, graduation year.)     X
SCHEV:HC Detail student records: Fall headcount (Contains SSN, major and domicile location.)     X
SCHEV:ADA Aggregated admissions data by domicile   X  
Misc Report Requests General student information requested by internal college community   X  
National Student Clearinghouse Request data for student research (Contains name, date of graduation, "L" number.)   X  
SCHEV:2B Aggregated projection data   X  
SCHEV:K1 Longwood financial information   X  
SCHEV:T1T2 Longwood institutional information (tuition and fee survey)   X  
SCHEV:UT Longwood Room Utilization Report (Contains all rooms used for academics)   X  
CDS 2007 Aggregated data regarding most areas of Longwood operation   X  
CDS Changes 2008 Information for changes on CDS for 2008   X  
Education Files Majors and courses that qualify for teaching degrees   X  
Longwood CDS 2008 Aggregated data regarding most areas of Longwood operation X    
Banner Maintenance Information Documents related to Banner access, training, use and change control   X