• Confidentiality and Access to Student Records
• Class Rolls
• Classrooms
• Other Resources

Questions about the content of this notice may be directed to the Office of the University Registrar:

Alice Poehls
Assistant Provost and University Registrar
CB# 2100, Suite 3106, SASB North
(919) 962-8291
apoehls@unc.edu

Your Responsibilities

You are accountable for maintaining the privacy of student information in compliance with University and federal policies. Specifics of these policies concerning access to student records is listed as the University Registrar's Policy Memorandum (RPM) No. 2l.

Here are some quick guidelines:

1. Do NOT display papers, lab reports, student scores or grades publicly in association with names, student ID numbers (PID - Person ID) or other personal identifiers.
   
   
2. Do NOT share student educational record information, including grades or grade point averages, with other faculty or staff members of the University unless their official responsibilities identify their "legitimate educational interest" in that information for that student.
   
   
3. Do NOT share by phone or correspondence information from student educational records, including grades or grade point averages, with parents or others outside the institution, including letters of recommendation, without written permission of the student.
   
   
4. Do NOT request information from the educational record custodian without a legitimate educational interest and the appropriate authority to do so.
   
   
5. DO keep course records for a minimum of one year after the course ends.
   
   
6. DO keep any personal professional records relating to individual students separate from their educational records.
   
   
7. DO contact the Institutional Review Board if basic research involves student data.
   
   
8. DO direct questions about the release of student data to the Legal Adviser at:
   
   • Special Assistant to the Chancellor
     CB# 9150, 01 South Building
     (919) 962-3031

Resource for Advising Materials

Resource for Advising Materials (RAM) is a new website that provides accessible and timely student records information for advisers to use in advising students. Information available includes: student grades by term and by subject, complete transcripts, student registration information, degree audit, adviser approval flag update, and course information. RAM can be viewed through Faculty/Staff Central.

To obtain access, please contact your departmental FACS coordinator and ask that a Student Information System Access Request Form be completed and sent to the SIS Coordinator's Office, CB# 2100.

CONFIDENTIALITY AND ACCESS TO STUDENT RECORDS

With certain exceptions, officials of UNC-CH will not disclose personally identifiable information from a student's education records without the student's prior written consent.

"Directory Information" will be disclosed without the student's prior written consent unless the student has notified the Office of the University Registrar in person, in writing, or via the web to restrict release of that information. When a student requests to have any or all directory information restricted, a private flag is set on the record and all screens containing student information appear with the word "PRIVATE" at the top. No information should be released regarding that student's record, including their Person ID number (PID).

Directory Information is defined as:

• Student name, Person ID, address (local address and grade/billing address), and telephone listing (local and grade/billing)
• Campus electronic mail address
• Date and place of birth
• County, state, and/or U.S. territory from which the student originally enrolled (if a student enrolled from a foreign country, this is not directory information)
• Major field of study
• Class (junior, senior, etc.)
• Enrollment status (full-time, half-time, etc.)
• Participation in officially recognized activities and sports
• Weight and height of members of athletic teams
• Dates of attendance
• Anticipated date of graduation
• Degrees and awards received
• Most recent previous educational agency or institution attended by the student

NOTE: Student's social security number and parents' name, address, and telephone number are not considered directory information.

CLASS ROLLS

Class rolls are distributed to instructors two times a semester and consist of:

• Verification (distributed at the end of six weeks of classes during the fall and spring semesters and after one week during the summer sessions)
• Official Class Rolls/Grade Reports (distributed shortly after the last day of classes each term)

Electronic class rolls are also available when registration begins for that semester. The rolls can be loaded into an electronic grade book program or a spreadsheet. The rolls are located under "Faculty/Staff Central", "Course/Section Inquiry (Class Roster/Waitlist Roster).

Two other academic rolls are produced to assist in monitoring our first-year undergraduates -- an early warning roll and a Freshmen Mid-term Grade Roll.

CLASSROOMS

The Office of the University Registrar schedules 194 General Purpose classrooms on campus. As of Fall 2006, 123 of these are multimedia classrooms, which have computers or laptop connections, video projection, internet access and videocassette playback capabilities for enhanced instruction.

• To schedule a general- purpose classroom for special one-time activities call the Scheduling and Training Office at (919) 962-6093.
  
  
• To schedule a general purpose classroom for the entire semester, send inquiries through the Scheduling Officer in your curriculum, department or school.

Information Technology Services (ITS) provides equipment, support and training for the above classrooms through the Classroom Hotline (919)962-6702. For classes that require ongoing access to classroom technology, Classroom Hotline permanently installs basic technology (TV-VCR, overhead projector, slide projector) in any general purpose classroom with advanced notice. General Purpose classroom maintenance issues are registered through ITS Classroom Hotline and routed to the appropriate campus service unit.

For occasional access to classroom technology, ITS Classroom Hotline provides a number of multimedia classrooms for AD-HOC events. Additionally, the Center for Teaching and Learning offers audio-visual equipment loans, delivery and projectionists.

• To request classroom support
• To schedule a one-time class in an ad-hoc multimedia classroom
• To request media equipment in a classroom for an entire semester

Further information can be obtained by sending email to hotline@unc.edu or visiting the ITS Classroom Hotline website.

OTHER RESOURCES

Media Resources Center

• Schedules viewing rooms as well as films and videos owned by the library
• Features individual carrels for listening and viewing are available for students
• Located in the Basement of the Undergraduate Library
• Phone Number: (919) 962-2559
• Website Address: http://www.lib.unc.edu/house/mrc/
• Email Address: mrc@unc.edu