[Wsssc] FW: [EXT] Fwd: PS Customization Request - FERPA Issue

Tue Jul 9 13:32:43 PDT 2019

Sharing for exec session this afternoon. -Jess

From: Hayden, Ruby <Ruby.Hayden at lwtech.edu>
Sent: Tuesday, July 9, 2019 9:32 AM
To: 'Joe Holliday' <jholliday at sbctc.edu>; Gilmore English, Jessica <jgilmoreenglish at RTC.edu>; agriswold at batestech.edu
Subject: RE: [EXT] Fwd: PS Customization Request - FERPA Issue

Here is the letter that ARC has sent up to WSSSC for review (I assume during our summer meeting today and tomorrow).

From: Joe Holliday [mailto:jholliday at sbctc.edu]
Sent: Monday, July 8, 2019 2:16 PM
To: Gilmore English, Jessica <jgilmoreenglish at RTC.edu<mailto:jgilmoreenglish at RTC.edu>>; agriswold at batestech.edu<mailto:agriswold at batestech.edu>
Cc: Hayden, Ruby <Ruby.Hayden at lwtech.edu<mailto:Ruby.Hayden at lwtech.edu>>
Subject: FW: [EXT] Fwd: PS Customization Request - FERPA Issue

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.

                             [Joe]
[Compass]
Joe Holliday
Director, Student Services
Washington State Board for Community and Technical Colleges
jholliday at sbctc.edu<mailto:jholliday at sbctc.edu>* o: 360-704-4334 * f: 360-704-4418
sbctc.edu<https://www.sbctc.edu/> * Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> * Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>

From: John Henry Whatley <jhwhatley at sbctc.edu<mailto:jhwhatley at sbctc.edu>>
Sent: Monday, July 8, 2019 1:08 PM
To: Ana Ybarra <aybarra at sbctc.edu<mailto:aybarra at sbctc.edu>>; Joseph Carl <jcarl at sbctc.edu<mailto:jcarl at sbctc.edu>>; Rebecca Poe <bpoe at sbctc.edu<mailto:bpoe at sbctc.edu>>
Cc: Dani Bundy <dbundy at sbctc.edu<mailto:dbundy at sbctc.edu>>; Joe Holliday <jholliday at sbctc.edu<mailto:jholliday at sbctc.edu>>; Karen Erickson <kerickson at sbctc.edu<mailto:kerickson at sbctc.edu>>
Subject: RE: [EXT] Fwd: PS Customization Request - FERPA Issue

Hello,

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.

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.

[cid:image005.png at 01D53638.9AC72AB0]

Please let me know if more information is needed.

Thank you

John Henry Whatley
ctcLink Project Manager - Campus Solutions
______________________________________________________________
Washington State Board for Community & Technical Colleges
(360) 704-1060 | jhwhatley at sbctc.edu<mailto:jhwhatley at sbctc.edu>

From: Ana Ybarra <aybarra at sbctc.edu<mailto:aybarra at sbctc.edu>>
Sent: Monday, July 8, 2019 10:01 AM
To: John Henry Whatley <jhwhatley at sbctc.edu<mailto:jhwhatley at sbctc.edu>>; Joseph Carl <jcarl at sbctc.edu<mailto:jcarl at sbctc.edu>>; Rebecca Poe <bpoe at sbctc.edu<mailto:bpoe at sbctc.edu>>
Cc: Dani Bundy <dbundy at sbctc.edu<mailto:dbundy at sbctc.edu>>; Joe Holliday <jholliday at sbctc.edu<mailto:jholliday at sbctc.edu>>
Subject: FW: [EXT] Fwd: PS Customization Request - FERPA Issue

Good  morning - Were you all aware of this issue and potential request?
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 -
If there isn't one - than would this turn into a request for working group from a committee?

From: Joe Holliday <jholliday at sbctc.edu<mailto:jholliday at sbctc.edu>>
Sent: Monday, July 08, 2019 7:52 AM
To: Ruben Flores <rflores at sbctc.edu<mailto:rflores at sbctc.edu>>; Ana Ybarra <aybarra at sbctc.edu<mailto:aybarra at sbctc.edu>>
Cc: Carli Schiffner <cschiffner at sbctc.edu<mailto:cschiffner at sbctc.edu>>
Subject: FW: [EXT] Fwd: PS Customization Request - FERPA Issue

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.

                             [Joe]
[Compass]
Joe Holliday
Director, Student Services
Washington State Board for Community and Technical Colleges
jholliday at sbctc.edu<mailto:jholliday at sbctc.edu>* o: 360-704-4334 * f: 360-704-4418
sbctc.edu<https://www.sbctc.edu/> * Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> * Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>

From: Gilmore English, Jessica <jgilmoreenglish at RTC.edu<mailto:jgilmoreenglish at RTC.edu>>
Sent: Sunday, July 7, 2019 2:22 PM
To: Chio Flores <cflores at wvc.edu<mailto:cflores at wvc.edu>>; Belden, William <WBelden at clark.edu<mailto:WBelden at clark.edu>>; Deborah Casey <dcasey at greenriver.edu<mailto:dcasey at greenriver.edu>>; Cosby, Glen <Glen.Cosby at scc.spokane.edu<mailto:Glen.Cosby at scc.spokane.edu>>; Joe Holliday <jholliday at sbctc.edu<mailto:jholliday at sbctc.edu>>; Luca Lewis <llewis at whatcom.edu<mailto:llewis at whatcom.edu>>; Marisa Mercury <marisa.hackett at gmail.com<mailto:marisa.hackett at gmail.com>>; Matthew Campbell <MCampbell at pierce.ctc.edu<mailto:MCampbell at pierce.ctc.edu>>; Sue Orchard <sorchard at lowercolumbia.edu<mailto:sorchard at lowercolumbia.edu>>
Subject: FW: [EXT] Fwd: PS Customization Request - FERPA Issue

Hello Exec,

Please see the below and attached from ARC, via Ruby. We can add to our discussion at the exec meeting tomorrow.

Thanks,
Jess

From: Hayden, Ruby <Ruby.Hayden at lwtech.edu<mailto:Ruby.Hayden at lwtech.edu>>
Sent: Friday, July 5, 2019 5:42 PM
To: Gilmore English, Jessica <jgilmoreenglish at RTC.edu<mailto:jgilmoreenglish at RTC.edu>>
Subject: [EXT] Fwd: PS Customization Request - FERPA Issue

Hi Jess,

Please see the attached formal letter from ARC as requested at the last WSSSC meeting.
Ruby Hayden
Vice President of Student Services

Sent from my iPhone

Begin forwarded message:
From: "Garza, Janet" <jgarza at columbiabasin.edu<mailto:jgarza at columbiabasin.edu>>
Date: July 5, 2019 at 4:55:51 PM PDT
To: "Hayden, Ruby" <Ruby.Hayden at lwtech.edu<mailto:Ruby.Hayden at lwtech.edu>>
Cc: Karl Ritter Smith <krittersmith at everettcc.edu<mailto:krittersmith at everettcc.edu>>
Subject: RE: PS Customization Request - FERPA Issue
Hello Ruby,

This is also attached as a letter and I'll bring the original with me next week in case you need that as well.

Janet

From: Garza, Janet
Sent: Friday, July 05, 2019 4:41 PM
To: Hayden, Ruby <Ruby.Hayden at lwtech.edu<mailto:Ruby.Hayden at lwtech.edu>>
Cc: Karl Ritter Smith (krittersmith at everettcc.edu<mailto:krittersmith at everettcc.edu>) <krittersmith at everettcc.edu<mailto:krittersmith at everettcc.edu>>
Subject: PS Customization Request - FERPA Issue

Dear Washington State Student Service Commission (WSSSC),

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.

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".

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.

Information received from our Business Process Fitgaps in May 2019:

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