UNH Faculty Senate

Motion on electronic archiving of student academic records


on electronic archiving of student academic records

1.  Motion presenter:   Barbara White

2.  Date of Faculty Senate discussion:  11/1/2010 and 11/15/2010

3.   Rationale:  Electronic archiving of advising documents does not refer to advising students by electronic means but rather to the keeping of the records in an on-line form.  The archiving would include an on-line student academic profile with a student picture, transcripts, forms and applications; and there would not be a directive for faculty to archive their advising notes on line. Regarding whether this information might be subpoenaed and what would happen to the on-line student academic profile when the student graduates, the Student Affairs Committee suggested that faculty will need to know how documents can or will be shared, even after graduation, and that the Student Senate should also have input into these matters.  A professor expressed concern that the costs of developing the data would be transferred to the departments without giving them funds to do that.  The costs and consequences of moving to an electronically-archived system should be sufficiently addressed prior to implementation.  A professor said that the following factors need to be considered:  (1) the costs to the departments for training and hardware, (2) the technology needed so that faculty can look at more than one of the documents at the same time electronically, and (3) the fact that some faculty cannot or will not access documents via such technology and so the department would either have to put all advising work on the other faculty or undergo the expense of printing paper copies.  There should be faculty representation in the discussions about electronic archiving.  A senator said that advising is very much in the faculty’s jurisdiction and could rise to a violation of shared governance without suitable faculty representation.  Also, a senator expressed concern that a number of students have errors in their records on Blackboard, including missing grades for courses which the students have completed, although the paper files for the students are complete with no missing grades.

4.   Motion The Faculty Senate requests that faculty representation be required in the planning, implementation and evaluation of systems for electronic archiving of student academic records.  We recommend that this happen as soon as possible.  The Faculty Senate, through its Agenda Committee, will appoint faculty representatives to this committee.

5.  Senate action:  passed with thirty-two ayes, no nays, and one abstention

6.  Senate chair’s signature:  Edward Hinson

Forwarded to:  President Mark Huddleston, on November 30, 2010

Forwarded to:  Provost John Aber, on November 30, 2010

Forwarded to:  Lisa MacFarlane, Senior Vice Provost for Academic Affairs, on November 30, 2010

Forwarded to:  Kathy Forbes, Registrar, on November 30, 2010


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