Hillsborough Community College protects the security, confidentiality, and integrity of its student records and maintains special security measures to protect and back up data.
HCC maintains student records electronically, on paper, and on microfilm. The HCC Office of Information Technology (OIT) is responsible for the security of the student database, which is stored electronically in the administrative on-line computer system. The administrative on-line system is backed up nightly, and tapes are sent to an offsite location weekly. The tapes are retained for seven days at the offsite location, allowing HCC to recover valuable data in the event of a disaster. The OIT keeps virus protection updated and maintains server security. The OIT also monitors HCC's academic systems for the College, providing maintenance and upgrades as they are needed. The administrative computer system servers are secured in locked, access-restricted areas within the OIT.
The College complies fully with the Family Educational Rights and Privacy Act (FERPA) and State statutes governing student educational records. HCC’s Records Policy is published in the Catalog, the Student Handbook, and in the Administrative Rules 5.15 and 5.26, and HCC's Operations Manual. This policy affords students the right to:
- Inspect and review their educational reports and records;
- Have the privacy of their educational reports and records maintained;
- Require HCC to obtain written consent prior to disclosing personally
identifiable information except in those instances specifically noted in Statute; and
- Challenge and request a hearing on requiring the college to amend any portion
of the students’ records that are inaccurate, misleading, or otherwise in violation of the students' privacy.
The Office of Admissions, Records, and Registration at each of HCC's campuses and at each center is responsible for processing student records and maintaining the integrity of the electronic student database, as well as paper documents relevant to all students. Student written records are stored in restricted areas that are locked for security. HCC staff members responsible for student records are thoroughly trained regarding the requirements of Federal and State statutes and have each signed a statement attesting to their understanding of applicable laws and College policy. Employee access to the administrative on-line system is controlled through the assignment of user IDs and passwords upon the approval of the employees' supervisors and the Admissions, Records and Registration Officer, or Student Systems Agent.
Because HCC promotes student use of technology, a number of Student Services are offered via HCC's website. The staff of the Office of Student Services on each campus instructs students in the importance of the confidentiality of passwords and student ID numbers that are used to access HCC web products. |
