Presented by: Patricia Huerta, Director Registration & Records, DePaul University Jennifer McClure, Registrar, Elgin Community College Alice

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1 Presented by: Patricia Huerta, Director Registration & Records, DePaul University Jennifer McClure, Registrar, Elgin Community College Alice Medenwald, Registrar, Northeastern Illinois University

2 DePaul Facts Fall 2009 Enrollment: 25,072 Undergraduate 16,199 Graduate 7,795 Professional 1,078 Schools/Colleges: Commerce, Communication, Computing and Digital Media, Education, Liberal Arts and Sciences, Law, Music, School for New Learning, Theatre Employees: Full-time faculty: 914 Part-time faculty: 954 Full-time staff: 1528 Part-time staff: 289

3 Employee Tuition Waivers* Self Undergraduate/Graduate 8 hours per quarter Professional 10 semester hours per term Spouses and Dependents (after one year of service): Undergraduate 100% of course tuition Graduate 50% of course tuition *Waivers are taxable in certain situations

4 Comprehensive Community College Credit students 12,256 Non Credit 2900 Programs University Transfer Degrees (AA, AS, AES, AFA, ALS) Career and Technical Certificates/Degrees t (AAS, BVS, VS) Adult Basic Education and Non Credit classes Employees: 1149 employees (580 of whom are considered faculty)

5 Employee Tuition Waivers Employed half-time or more on a regular basis Self, spouses, and children age 25 or younger are eligible Credit classes only Does not cover lab fees, course fees, supplies, textbooks Reimbursement requires grade of C or better

6 Fall 2009 Enrollment 11,631 Undergraduate 9,191 Graduate 2,440 Colleges/Programs g Arts and Sciences, Education, Business and Management and Non-Traditional Degree Programs Employees Civil Service and Professional Staff (non teaching positions) 765 Student Employees 385

7 Employee Tuition Waivers Full Time Status Employees 6 hours per semester 50% or more status Employees, prorated Covers tuition and fees (does not cover course fees) Dependents (after 7 years of status service) 6 hours per semester Must be 24 years or younger 8 semester limit Waivers are taxable in certain situations

8 Employee benefit Mission based lifelong learning Know more facets of the institution Empathize with student experience Employee retention

9 Employee benefit package Employee retention Employee satisfaction

10 Desire to help" students Financial Self Interest

11 Inappropriate use of confidential information Inappropriate use of computer access Registering for own class Providing false information Change of Grade

12 Stalking student Self importance Harassing student by withdrawing student from courses Insufficient evidence to dismiss or reprimand employee Reassigned employee s responsibilities

13 Use of administrative system rather than student system Overrode drop date to no penalty date

14 Financial Aid Satisfactory Academic Progress (SAP) Alert Registration Anomaly Transcript implications

15 Helping a friend Easy access to letterhead, seal, signature stamp Made a deal with student to identify culprit

16 Paper change of grade Questionable signature on grade change submitted

17 Duties reassigned Access removed Employee separation Resignation Procedures and processes reviewed Union vs. Non-Union

18 Enrollment Transactions user identification tracked prevent user from performing own Student/employee crossover system blocks of all administrative changes to record System Audit review of employee actions After hours Pertaining to other employees/dependents Approval and Signature Forms

19 Elgin: Information Technology - Acceptable Usage: This Administrative Procedure applies to Elgin Community College employees, student workers, and any contractors, vendors, freelancers, or other agents who utilize the College's or personally-owned computers to access the College's technological environment. This Administrative Procedure applies to all equipment that is owned or leased by Elgin Community College. Any Client found to have violated this Administrative Procedure may be subject to disciplinary action, up to and including termination of employment or contractual agreement. NEIU: The University considers any violation of the Acceptable Use of ITR policy to be a significant offense and reserves the right to disconnect and suspend violators use of network resources. Violations of the Acceptable Use of ITR policy shall subject users to the regular disciplinary processes and procedures of the University for students, staff, administrators, and faculty and may result in loss of their computing privileges, and other measures up to and including discharge from the University, or loss of employment. Illegal acts involving University information technology resources may also subject violators to prosecution by local, state, and/or federal authorities.

20 DePaul: Employee I hereby request an account for access to the University Data. I certify that I will comply with FERPA, the Policy Concerning Privacy of Student Information (as passed by Faculty Council) and De Paul University policies regarding Access to and Responsible Use of Data, including an individual's right to privacy. If I have access to Human Resources data, I further certify that I will comply with HIPAA privacy guidelines. Furthermore, I understand that access to University data is strictly for accomplishing my administrative and business tasks and that I am responsible for any inappropriate use of these data. Such use will constitute a violation of University policy. I further understand that the access ID and password are for my own use only and I agree to maintain the confidentiality of and to secure the access ID and password from unauthorized use. Any incident or suspicion that the confidentiality of the user id/password is in question shall be reported the University Data Security Administrator. By signing this form I agree to abide by University policies in the use of my access privilege and acknowledge that a new request for access must be made if I experience a change in job responsibilities or a change in employment. Signature: Supervisor I certify that the tasks and the uses of the data as described are consistent with the responsibilities of this individual. Furthermore, the employee understands that he/she must utilize the authorized data access for his/her tasks and that any inappropriate use of these data will constitute a violation of University policy. Furthermore I will inform the Data Administrator of any changes in job responsibilities or a change in employment. Signature:

21 Transcript paper secured and separate from printer Letterhead secured Seals secured Prompt removal of system access Awareness of risk factors Internal audits

22 FERPA training Information security training Certificate of completion Signed security agreement Ramifications of inappropriate use Take the time up front

23 Control level of access Separate responsibility - piece of the pie Continuous training Document training Keep checking back Audit Be mindful Trust your judgment Be suspicious

24 Keep your employment and student life separate Employment responsibilities trump being a student Be confident when you cannot provide information To your friends and family To your co-workers When in doubt say no or ask your supervisor Keep your no firm Refer to specific polices Make sure there is no conflict of interest Don t take things personally Answer work-related questions at work only Do the Right Thing!

25 Share your experiences/ask Questions Please complete the questionnaire Combined tip list will be ed Be the easy button for your colleagues

26 for your attendance and participation P i H ( l d ) Patti Huerta (phuerta@depaul.edu) Jennifer McClure (jmcclure@elgin.edu) Alice Medenwald(a-medenwald@neiu.edu)