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<p class="MsoNormal"><span style="color:#1F497D">Sharing for exec session this afternoon. –Jess
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b>From:</b> Hayden, Ruby <Ruby.Hayden@lwtech.edu> <br>
<b>Sent:</b> Tuesday, July 9, 2019 9:32 AM<br>
<b>To:</b> 'Joe Holliday' <jholliday@sbctc.edu>; Gilmore English, Jessica <jgilmoreenglish@RTC.edu>; agriswold@batestech.edu<br>
<b>Subject:</b> RE: [EXT] Fwd: PS Customization Request - FERPA Issue<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">Here is the letter that ARC has sent up to WSSSC for review (I assume during our summer meeting today and tomorrow).<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b>From:</b> Joe Holliday [<a href="mailto:jholliday@sbctc.edu">mailto:jholliday@sbctc.edu</a>]
<br>
<b>Sent:</b> Monday, July 8, 2019 2:16 PM<br>
<b>To:</b> Gilmore English, Jessica <<a href="mailto:jgilmoreenglish@RTC.edu">jgilmoreenglish@RTC.edu</a>>;
<a href="mailto:agriswold@batestech.edu">agriswold@batestech.edu</a><br>
<b>Cc:</b> Hayden, Ruby <<a href="mailto:Ruby.Hayden@lwtech.edu">Ruby.Hayden@lwtech.edu</a>><br>
<b>Subject:</b> FW: [EXT] Fwd: PS Customization Request - FERPA Issue<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">Jess and Al: see below. ctcLink project team thinks it would be advisable for this enhancement request to come from both IC and WSSSC. Copying Ruby Hayden here, she is WSSSC liaison to ARC, which is the group
that brought this to our attention.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="color:#1F497D"> <img border="0" width="77" height="53" style="width:.8055in;height:.5555in" id="_x0000_i1025" src="cid:image001.jpg@01D53638.9AC72AB0" alt="Joe"><o:p></o:p></span></p>
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<p class="MsoNormal" style="mso-line-height-alt:10.55pt;text-autospace:none"><span style="font-size:12.0pt;font-family:"Franklin Gothic Medium",sans-serif;color:#003764">Joe Holliday<o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:10.55pt;text-autospace:none"><span style="font-size:10.0pt;font-family:"Franklin Gothic Medium",sans-serif;color:#003764">Director, Student Services<o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:10.55pt;text-autospace:none"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003764">Washington State Board for Community and Technical Colleges<o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:10.55pt;text-autospace:none"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#1F497D"><a href="mailto:jholliday@sbctc.edu">jholliday@sbctc.edu</a></span><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003764">•
o: 360-704-4334 • f: 360-704-4418</span><span style="font-size:12.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#1F497D"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:#1F497D"><a href="https://www.sbctc.edu/"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:blue">sbctc.edu</span></a></span><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003561">
</span><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003764">• Twitter:
</span><span style="color:#1F497D"><a href="https://twitter.com/SBCTCWashington"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:blue">@SBCTCWashington</span></a></span><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003764">
• Facebook: </span><span style="color:#1F497D"><a href="https://www.facebook.com/wasbctc/"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:blue">@WASBCTC</span></a></span><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#1F497D"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b>From:</b> John Henry Whatley <<a href="mailto:jhwhatley@sbctc.edu">jhwhatley@sbctc.edu</a>>
<br>
<b>Sent:</b> Monday, July 8, 2019 1:08 PM<br>
<b>To:</b> Ana Ybarra <<a href="mailto:aybarra@sbctc.edu">aybarra@sbctc.edu</a>>; Joseph Carl <<a href="mailto:jcarl@sbctc.edu">jcarl@sbctc.edu</a>>; Rebecca Poe <<a href="mailto:bpoe@sbctc.edu">bpoe@sbctc.edu</a>><br>
<b>Cc:</b> Dani Bundy <<a href="mailto:dbundy@sbctc.edu">dbundy@sbctc.edu</a>>; Joe Holliday <<a href="mailto:jholliday@sbctc.edu">jholliday@sbctc.edu</a>>; Karen Erickson <<a href="mailto:kerickson@sbctc.edu">kerickson@sbctc.edu</a>><br>
<b>Subject:</b> RE: [EXT] Fwd: PS Customization Request - FERPA Issue<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">Hello,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">I saw a lot of activity on the ARC listserv. There has not been a resolution and we submitted a ticket to Oracle, but no action has been taken. Additionally, the bug was assigned “Severe loss of service” by
the tech.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">The change would need an enhancement request (ER) from WSSSC and possibly in partnership with IC as it would impact instructors in an advising role. The ER would most likely come from Joe and Ana and/or I would
be the liaison to the State Board (I think). I have attached the ER form as well as the ER flow diagram.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><img border="0" width="775" height="276" style="width:8.0763in;height:2.875in" id="Picture_x0020_2" src="cid:image005.png@01D53638.9AC72AB0"><o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Please let me know if more information is needed.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Thank you<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<div>
<p class="MsoNormal" style="line-height:115%"><b><span style="font-size:12.0pt;line-height:115%;font-family:"Sitka Heading";color:#1F497D">John Henry Whatley<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-family:"Bodoni MT",serif;color:#1F497D">ctcLink Project Manager - Campus Solutions<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;color:#A6A6A6">______________________________________________________________</span><span style="color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;color:#A6A6A6"><i></i></span><b><span style="font-size:9.0pt;font-family:"Gadugi",sans-serif;color:#1F497D">Washington State Board for Community & Technical
Colleges</span></b><b><span style="font-family:"Gadugi",sans-serif;color:black"><o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:9.0pt;font-family:"Gadugi",sans-serif;color:#376092">(360) 704-1060</span></b><span style="font-size:9.0pt;font-family:"Gadugi",sans-serif;color:#1F497D"> |
<b><a href="mailto:jhwhatley@sbctc.edu">jhwhatley@sbctc.edu</a><o:p></o:p></b></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:"Gadugi",sans-serif;color:#376092"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b>From:</b> Ana Ybarra <<a href="mailto:aybarra@sbctc.edu">aybarra@sbctc.edu</a>>
<br>
<b>Sent:</b> Monday, July 8, 2019 10:01 AM<br>
<b>To:</b> John Henry Whatley <<a href="mailto:jhwhatley@sbctc.edu">jhwhatley@sbctc.edu</a>>; Joseph Carl <<a href="mailto:jcarl@sbctc.edu">jcarl@sbctc.edu</a>>; Rebecca Poe <<a href="mailto:bpoe@sbctc.edu">bpoe@sbctc.edu</a>><br>
<b>Cc:</b> Dani Bundy <<a href="mailto:dbundy@sbctc.edu">dbundy@sbctc.edu</a>>; Joe Holliday <<a href="mailto:jholliday@sbctc.edu">jholliday@sbctc.edu</a>><br>
<b>Subject:</b> FW: [EXT] Fwd: PS Customization Request - FERPA Issue<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">Good morning – Were you all aware of this issue and potential request?
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Could you follow up with Joe Holliday if there was a fix for this that the DG3 folks may not have known about? I’ve copied him on this email -
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">If there isn’t one – than would this turn into a request for working group from a committee?<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b>From:</b> Joe Holliday <<a href="mailto:jholliday@sbctc.edu">jholliday@sbctc.edu</a>>
<br>
<b>Sent:</b> Monday, July 08, 2019 7:52 AM<br>
<b>To:</b> Ruben Flores <<a href="mailto:rflores@sbctc.edu">rflores@sbctc.edu</a>>; Ana Ybarra <<a href="mailto:aybarra@sbctc.edu">aybarra@sbctc.edu</a>><br>
<b>Cc:</b> Carli Schiffner <<a href="mailto:cschiffner@sbctc.edu">cschiffner@sbctc.edu</a>><br>
<b>Subject:</b> FW: [EXT] Fwd: PS Customization Request - FERPA Issue<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">Ruben and Ana: see below and attached. Anything you want me to know heading into WSSSC Executive Committee meeting today? It seems like a reasonable request and should be high priority due to FERPA. Not sure
about the cost. Let me know what you think.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="color:#1F497D"> <img border="0" width="77" height="53" style="width:.8055in;height:.5555in" id="Picture_x0020_3" src="cid:image001.jpg@01D53638.9AC72AB0" alt="Joe"><o:p></o:p></span></p>
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<p class="MsoNormal" style="mso-line-height-alt:10.55pt;text-autospace:none"><span style="font-size:12.0pt;font-family:"Franklin Gothic Medium",sans-serif;color:#003764">Joe Holliday<o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:10.55pt;text-autospace:none"><span style="font-size:10.0pt;font-family:"Franklin Gothic Medium",sans-serif;color:#003764">Director, Student Services<o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:10.55pt;text-autospace:none"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003764">Washington State Board for Community and Technical Colleges<o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:10.55pt;text-autospace:none"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#1F497D"><a href="mailto:jholliday@sbctc.edu">jholliday@sbctc.edu</a></span><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003764">•
o: 360-704-4334 • f: 360-704-4418</span><span style="font-size:12.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#1F497D"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:#1F497D"><a href="https://www.sbctc.edu/"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:blue">sbctc.edu</span></a></span><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003561">
</span><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003764">• Twitter:
</span><span style="color:#1F497D"><a href="https://twitter.com/SBCTCWashington"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:blue">@SBCTCWashington</span></a></span><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003764">
• Facebook: </span><span style="color:#1F497D"><a href="https://www.facebook.com/wasbctc/"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:blue">@WASBCTC</span></a></span><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#1F497D"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b>From:</b> Gilmore English, Jessica <<a href="mailto:jgilmoreenglish@RTC.edu">jgilmoreenglish@RTC.edu</a>>
<br>
<b>Sent:</b> Sunday, July 7, 2019 2:22 PM<br>
<b>To:</b> Chio Flores <<a href="mailto:cflores@wvc.edu">cflores@wvc.edu</a>>; Belden, William <<a href="mailto:WBelden@clark.edu">WBelden@clark.edu</a>>; Deborah Casey <<a href="mailto:dcasey@greenriver.edu">dcasey@greenriver.edu</a>>; Cosby, Glen <<a href="mailto:Glen.Cosby@scc.spokane.edu">Glen.Cosby@scc.spokane.edu</a>>;
Joe Holliday <<a href="mailto:jholliday@sbctc.edu">jholliday@sbctc.edu</a>>; Luca Lewis <<a href="mailto:llewis@whatcom.edu">llewis@whatcom.edu</a>>; Marisa Mercury <<a href="mailto:marisa.hackett@gmail.com">marisa.hackett@gmail.com</a>>; Matthew Campbell
<<a href="mailto:MCampbell@pierce.ctc.edu">MCampbell@pierce.ctc.edu</a>>; Sue Orchard <<a href="mailto:sorchard@lowercolumbia.edu">sorchard@lowercolumbia.edu</a>><br>
<b>Subject:</b> FW: [EXT] Fwd: PS Customization Request - FERPA Issue<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">Hello Exec, <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Please see the below and attached from ARC, via Ruby. We can add to our discussion at the exec meeting tomorrow.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Thanks, <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Jess <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b>From:</b> Hayden, Ruby <<a href="mailto:Ruby.Hayden@lwtech.edu">Ruby.Hayden@lwtech.edu</a>>
<br>
<b>Sent:</b> Friday, July 5, 2019 5:42 PM<br>
<b>To:</b> Gilmore English, Jessica <<a href="mailto:jgilmoreenglish@RTC.edu">jgilmoreenglish@RTC.edu</a>><br>
<b>Subject:</b> [EXT] Fwd: PS Customization Request - FERPA Issue<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Hi Jess, <span style="font-size:12.0pt"><o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal" style="margin-bottom:12.0pt">Please see the attached formal letter from ARC as requested at the last WSSSC meeting.<o:p></o:p></p>
<div id="AppleMailSignature">
<p class="MsoNormal">Ruby Hayden <o:p></o:p></p>
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<p class="MsoNormal">Vice President of Student Services <o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">Sent from my iPhone <o:p></o:p></p>
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Begin forwarded message:<o:p></o:p></p>
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<p class="MsoNormal" style="margin-bottom:12.0pt"><b>From:</b> "Garza, Janet" <<a href="mailto:jgarza@columbiabasin.edu">jgarza@columbiabasin.edu</a>><br>
<b>Date:</b> July 5, 2019 at 4:55:51 PM PDT<br>
<b>To:</b> "Hayden, Ruby" <<a href="mailto:Ruby.Hayden@lwtech.edu">Ruby.Hayden@lwtech.edu</a>><br>
<b>Cc:</b> Karl Ritter Smith <<a href="mailto:krittersmith@everettcc.edu">krittersmith@everettcc.edu</a>><br>
<b>Subject:</b> <b>RE: PS Customization Request - FERPA Issue</b><o:p></o:p></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Tahoma",sans-serif;color:#44546A">Hello Ruby,</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Tahoma",sans-serif;color:#44546A"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Tahoma",sans-serif;color:#44546A">This is also attached as a letter and I’ll bring the original with me next week in case you need that as well.</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Tahoma",sans-serif;color:#44546A"> </span><o:p></o:p></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Tahoma",sans-serif;color:gray">Janet</span><o:p></o:p></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Tahoma",sans-serif;color:#44546A"> </span><o:p></o:p></p>
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<p class="MsoNormal"><b>From:</b> Garza, Janet <br>
<b>Sent:</b> Friday, July 05, 2019 4:41 PM<br>
<b>To:</b> Hayden, Ruby <<a href="mailto:Ruby.Hayden@lwtech.edu">Ruby.Hayden@lwtech.edu</a>><br>
<b>Cc:</b> Karl Ritter Smith (<a href="mailto:krittersmith@everettcc.edu">krittersmith@everettcc.edu</a>) <<a href="mailto:krittersmith@everettcc.edu">krittersmith@everettcc.edu</a>><br>
<b>Subject:</b> PS Customization Request - FERPA Issue<o:p></o:p></p>
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<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">Dear Washington State Student Service Commission (WSSSC), <o:p>
</o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">The Admissions and Registration Council (ARC), respectfully requests a customization in PeopleSoft due to the nature of potential FERPA implications. During the Business Process Fitgap Sessions in May 2019, the five colleges involved with
Deployment Group 3 (DG 3) noticed an issue with the Academic Advisement Center, Advising Tools and notifications to students.<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">In the ctcLink Advising Center, there is an option for the advisor/staff to select a button to notify all of their advisees. “Check the box in the Notify column to select specific students or click Notify all Advisees”.<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">If the option to “Notify all Advisees” is selected, the default is to place all students on the To: line and not the BCC: line. The only way to put students on the BCC line is to cut and paste from the To: line. This is a potential FERPA violation
if someone were to share student’s information with other students, which SBCTC is aware (see note from May BPFG session) but SBCTC will not make a change unless this goes through the governance group.<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">Information received from our Business Process Fitgaps in May 2019:<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
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