MSCHE Self Study April 2021

including the Curriculum Committee; Committee on Scholarships, Fellowships, Awards and Student Aid; Information Technology Council; Institutional Research and Planning Committee; Committee on Affirmative Action and Cultural Diversity; Committee on Learning Resources; Committee on Health and Safety and Energy Conservation; Committee on Admissions; and Committee on Educational Policy The College Council, College’s affiliated foundation [the Optometric Center of New York (OCNY)] and Alumni Association (starting in 2020) also have student representatives. The dean meets with each class and its representatives during the term to solicit feedback regarding the curriculum and individual courses and to learn of any concerns students may have. Department chairs, the vice president for student affairs and the registrar participate in certain of these meetings. Student records for the optometry and graduate programs are managed by the Registrar’s Office, which follows the guidelines and practices of the American Association of Collegiate Registrars and Admissions Officers ( AACRAO's ) Retention of Records, Guide for Retention and Disposal of Student Records : 2014) with respect to retention and disposal of student records. Alumni and students may request a transcript via the College’s Web site. Records for the residency program are maintained by the individual programs, with selected information also maintained in the Office of Residency Education. The listing of residents who successfully completed a program is kept in the Office of Residency Education and available to the registrar. The staff in Student Affairs is able to access records both electronically and physically as necessary. For the student information system, the Student Affairs staff has access to view certain areas of a record, but cannot make any changes. Only the director for information technology, VPSA, and registrar have total access to the student information system. Any documents received via U.S. post mail or email regarding a student are kept in a locked fireproof drawer until filed in the student’s record at the end of the week. Records are kept for five years after a student graduates at which time they are purged. The only record maintained after five years for each graduate is his/her transcript. Record Access SUNY College of Optometry adheres to the Family Educational Rights and Privacy Act (FERPA) ( FERPA Policy ), which is accessible from the Student Consumer Information Page ( PDF of Student Consumer Information Webpage ) . New College employees are given a brief FERPA introduction during their orientation All members of the Office of Student Affairs staff have been trained in FERPA and are provided with access to the locked drawer where student records are kept and limited access to the student information system. Other SUNY State College of Optometry staff, faculty or researchers do not have access to student records. If such access (time ‐ limited) is desired for internal Student Records Record Maintenance

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