Methodist University Distance Education Student Privacy Policy

Purpose

Methodist University is committed to protecting the privacy of students enrolled in distance and correspondence education courses and programs in compliance with the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) Standard 10.6b, the Family Educational Rights and Privacy Act (FERPA), and other applicable laws and regulations.

Scope

This policy applies to all students, faculty, and staff involved in distance and correspondence education courses and programs at Methodist University.

Policy Statement

Methodist University ensures the privacy and security of student information in distance and correspondence education courses through the following measures:

  1. Secure Authentication and Access Control
    1. Students accessing online courses and university systems must use secure, university-issued credentials, including a unique username and password.
    2. The university implements multi-factor authentication (MFA) where necessary to enhance security.
    3. Access to student records and learning management systems (LMS) is restricted to authorized users only.
  2. Protection of Student Records
    1. Student educational records are protected under FERPA, and personally identifiable information is not shared without proper authorization.
    2. Faculty and staff are trained annually on FERPA compliance and best practices for handling student data.
    3. The university does not publicly display or disclose sensitive student information, including grades or personal identifiers, without explicit student consent.
  3. Secure Communication & Course Interaction
    1. Official university communication, including email and Canvas LMS messaging, is conducted through secured university platforms (Microsoft365).
    2. Students and faculty are advised not to share personal information via non-university email or social media.
    3. Synchronous virtual class sessions are conducted through secured university platforms, which require MFA for access and comply with university guidelines to maintain privacy and confidentiality.
  4. Data Security & Protection
    1. The university employs encryption, firewalls, and secure servers to protect student data from unauthorized access or breaches.
    2. Regular security audits and risk assessments are conducted to ensure compliance with privacy standards.
    3. Student data retention follows university policies and legal requirements, with secure disposal when no longer needed.
  5. Student Rights & Responsibilities
    1. Students have the right to review and request corrections to their personal and educational records.
    2. Students must protect their login credentials and report any suspicious activity to the IT Help Desk immediately.
    3. Any concerns regarding privacy violations should be reported to the Office of the Provost.
  6. Compliance & Enforcement
    1. Methodist University ensures ongoing compliance with FERPA, SACSCOC standards, and other privacy regulations.
    2. Violations of this policy may result in disciplinary action under university policies and procedures.
  7. Review and Updates
    1. This policy is reviewed annually by the Office of the Provost and IT to ensure continued compliance with regulatory requirements and emerging security threats.