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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cambria","serif"">All,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cambria","serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cambria","serif"">We have recently determined that many VCSA supported SharePoint website forms and data are accessible by individuals outside of the institution, as well as, by those within the
institution that do not have a “legitimate educational interest” or “need to know”. This is a critical FERPA concern and therefore, we are moving forward to implement necessary steps to rectify this situation. It has been evaluated by Jim, LaRae, Robert
and myself that the following two actions must be taken promptly 1) the VCSA Technology firewall will be upgraded to prevent access from any non-UCR IP addresses<span style="color:#1F497D">
</span>without a VPN connection and 2) some specifically identified forms are being disabled to the extent that they will no longer be functioning (a separate email is going to those specific departments).
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cambria","serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cambria","serif"">Student Educational Records are protected under FERPA - Family Educational Rights and Privacy Act of 1974. FERPA defines “<b>Education Record</b>” to include those records that
are:<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.0in"><span style="font-size:12.0pt;font-family:"Cambria","serif""><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.0in"><span style="font-size:12.0pt;font-family:"Cambria","serif"">1. Directly related to a student; and<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.0in"><span style="font-size:12.0pt;font-family:"Cambria","serif"">2. Maintained by the University or by a party acting for the University.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.0in"><span style="font-size:12.0pt;font-family:"Cambria","serif""><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.25in;text-indent:-.25in;mso-list:l1 level1 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:"Cambria","serif"">This definition is not limited to academic records. It also includes housing records,<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.0in"><span style="font-size:12.0pt;font-family:"Cambria","serif"">disciplinary records, financial aid records, and all other records directly related to a<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.0in"><span style="font-size:12.0pt;font-family:"Cambria","serif"">student (unless expressly carved out as an exception).<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.25in;text-indent:-.25in;mso-list:l1 level1 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:"Cambria","serif"">The term “maintained” is not defined, but should be interpreted broadly to include all<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.0in"><span style="font-size:12.0pt;font-family:"Cambria","serif"">records in the possession, custody, or control of any employee or agent of the<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.0in"><span style="font-size:12.0pt;font-family:"Cambria","serif"">University.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cambria","serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cambria","serif"">In most cases, we believe that the exposure of the confidential information was not known or intentional by staff, but we still must work together to rectify it. Individuals
must have a “legitimate educational interest” or “need to know” to be allowed access to Student Educational Records without the student’s written signature releasing the information.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cambria","serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;font-family:"Cambria","serif"">CRITICAL TAKE AWAYS<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;font-family:"Cambria","serif""><o:p> </o:p></span></b></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo4"><![if !supportLists]><span style="font-size:12.0pt;font-family:"Cambria","serif""><span style="mso-list:Ignore">1.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:"Cambria","serif"">The change in the VCSA Firewall will require all staff to VPN into the network to be able to access division SharePoint sites and other VCSA staff sites. If you need
to access from a remote location, you can open a VCSATS service request and IT will work to get you set up. Please be patient as they work through requests. Your manager’s approval will be required, please include that in the Service Request.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cambria","serif""><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo4"><![if !supportLists]><span style="font-size:12.0pt;font-family:"Cambria","serif""><span style="mso-list:Ignore">2.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:"Cambria","serif"">If you want to create a form that will have student submission and retention of data collected by that form, you must submit to Bracken Dailey, FERPA Compliance Officer,
a review of the form to determine the FERPA impact. <o:p></o:p></span></p>
<p class="MsoListParagraph"><span style="font-size:12.0pt;font-family:"Cambria","serif""><o:p> </o:p></span></p>
<p class="MsoListParagraph"><span style="font-size:12.0pt;font-family:"Cambria","serif"">the following information should be provided:<o:p></o:p></span></p>
<p class="MsoListParagraph"><span style="font-size:12.0pt;font-family:"Cambria","serif""><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.75in;text-indent:-.25in;mso-list:l2 level2 lfo6">
<![if !supportLists]><span style="font-size:12.0pt;font-family:"Cambria","serif""><span style="mso-list:Ignore">a.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:"Cambria","serif"">Purpose of the form<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.75in;text-indent:-.25in;mso-list:l2 level2 lfo6">
<![if !supportLists]><span style="font-size:12.0pt;font-family:"Cambria","serif""><span style="mso-list:Ignore">b.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:"Cambria","serif"">Who needs access to the data collected by the form?<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.75in;text-indent:-.25in;mso-list:l2 level2 lfo6">
<![if !supportLists]><span style="font-size:12.0pt;font-family:"Cambria","serif""><span style="mso-list:Ignore">c.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:"Cambria","serif"">What data fields do you require on the form?<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.75in;text-indent:-.25in;mso-list:l2 level2 lfo6">
<![if !supportLists]><span style="font-size:12.0pt;font-family:"Cambria","serif""><span style="mso-list:Ignore">d.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:"Cambria","serif"">Do you have students sign a FERPA release authorizing this information to be disclosed?
<o:p></o:p></span></p>
<p class="MsoListParagraph"><span style="font-size:12.0pt;font-family:"Cambria","serif""><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo4"><![if !supportLists]><span style="font-size:12.0pt;font-family:"Cambria","serif""><span style="mso-list:Ignore">3.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:"Cambria","serif"">Upon completion of a FERPA review of the form request, if the information is FERPA protected the form will need to be submitted to VCSA Technology Services to be prioritized
and built by that team.<o:p></o:p></span></p>
<p class="MsoListParagraph"><span style="font-size:12.0pt;font-family:"Cambria","serif""><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="margin-left:0in"><span style="font-size:12.0pt;font-family:"Cambria","serif"">I understand that this action and the required follow-up steps may cause a hardship on your department; however, we must at all times put the security
of our student records at the forefront of our actions. We appreciate your cooperation and if you have any questions or need to move forward with the steps provided above, please don’t hesitate to contact me.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:0in"><span style="font-size:12.0pt;font-family:"Cambria","serif""><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="margin-left:0in"><span style="font-size:12.0pt;font-family:"Cambria","serif"">Thank you.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:0in"><span style="font-size:12.0pt;font-family:"Cambria","serif"">Bracken<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cambria","serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cambria","serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-family:"Arial","sans-serif";color:#7A6E67"><img width="276" height="41" id="_x0000_i1025" src="cid:image001.png@01CCF880.D51160D0" alt="logo2"><o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-family:"Arial","sans-serif";color:#7F7F7F">Bracken Dailey
</span></b><b><span style="font-size:8.0pt;font-family:"Arial","sans-serif";color:#7F7F7F">|</span></b><span style="font-family:"Arial","sans-serif";color:#7F7F7F"> <b>Registrar<o:p></o:p></b></span></p>
<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Arial","sans-serif";color:#7F7F7F">900 University Avenue<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Arial","sans-serif";color:#7F7F7F">2249 Student Services Building
<b>|</b> Riverside, CA 92521-0118<br>
Office: 951.827.3427 <b>|</b> Fax: 951.827.7368<br>
E-mail: </span><a href="mailto:Bracken.Dailey@ucr.edu"><span style="font-size:8.0pt;font-family:"Arial","sans-serif";color:#7F7F7F">Bracken.Dailey@ucr.edu</span></a><span style="font-size:8.0pt;font-family:"Arial","sans-serif";color:#7F7F7F">
<b>|</b> Web: </span><a href="registrar.ucr.edu"><span style="font-size:8.0pt;font-family:"Arial","sans-serif";color:#7F7F7F">Registrar.ucr.edu</span></a><span style="font-size:8.0pt;font-family:"Arial","sans-serif";color:#7F7F7F"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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