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Policy 1016

DISTANCE EDUCATION STUDENT PRIVACY

I. PURPOSE

Longwood University recognizes the importance of compliance with Federal Requirement 4.8.2, a requirement which is enforced through the reaffirmation process conducted by the Southern Association of Colleges and Schools Commission on Colleges.  Federal Requirement 4.8.2 states that universities that offer distance or correspondence education must have a written procedure for protecting the privacy of students enrolled in distance and correspondence education courses or programs. 

The purpose of this policy is to formalize the application of current privacy policies to distance education students.

II. APPLICABILITY

This policy applies to all units of the university that have contact with distance education students and/or access to distance education students’ personal information.

III. POLICY

  1. All state and federal laws and regulations and Longwood University policies concerning the privacy of student records shall apply with equal force and effect to distance education student records. See Policy 1007: Student Records and Annual Notification
  2. Each student enrolled in a distance education course is assigned a LancerNet ID and password and must use this to register for and access distance education courses. For security purposes, Longwood University has established minimum password requirements. See Minimum Password Standards
  3. Student information is stored in the Banner ERP system, access is granted to authorized personnel and this access is reviewed annually.  See Policy 6134: Data Classification and Policy 6135: Security Roles and ResponsibilitiesPolicy 6135 Security Roles and Responsibilities
  4. All websites that collect personally identifiable information from distance education students must be secured encrypted websites. See Policy 6116: Internet Privacy Policy

Reviewed and approved by Cabinet, November 14, 2012
Approved by the Board of Visitors, December 7, 2012