Achieve Compliance in Electronic Documentation and Minimize Institution Risks While Effectively Ensuring Ease of Communication
Technology has allowed higher education professionals the opportunity to document service, keep notes, and communicate across departments. As the ease of communication has increased, so has the risk for increased scrutiny and access to confidential information by third parties. It is essential that we are careful in protecting the institution's liability while effectively communicating with colleagues.
In today's higher education environment, student records are often managed through the use of student databases and other electronic means. There is more transparency than ever, as departments and constituents now have access to records that were once locked away in a filing cabinet. Similarly, personnel from throughout the institution rely on notes to document the delivery of service and verify actions that have been taken on behalf of students. These records are also critical in defending charges such as "No one ever told me."
Why You Should Attend:
In this webinar, Sue Ohrablo, Ed.D. will address ways to maximize effective communication with students and maintain internal documentation while minimizing risk to the institution. In addition to discussing the concept of education record (as defined in FERPA), She will also discuss who should have access to student records by examining the concept of legitimate educational interest. She will use actual examples of how standard practices such as forwarding emails, copying colleagues, and copy/pasting into student records can put the institution at risk.
Participants will examine real-life examples of documentation that can put an institution at risk, as well as consider alternate, more positive ways of communicating with internal and external constituents. Participants will be encouraged to be more cognizant of what they write and where they write it, and will be urged to focus on delivery of service to students. ParticParticipants will examine real-life examples of documentation that can put an institution at risk, as well as consider alternate, more positive ways of communicating with internal and external constituents. Participants will be encouraged to be more cognizant of what they write and where they write it, and will be urged to focus on delivery of service to students. Participants will receive real examples for use in further professional development activities with their colleagues.
Session Highlights Point:
- Learn about 3 different types of notations (chronological, summary, process) for student records and learn which is the most appropriate under what circumstances.
- Examine key components of federal policies including FERPA and ADA as they relate to educational records.
- Learn how to identify and avoid subjective language in written communications.
- Understand how forwarding or copying emails may violate a student’s right to privacy.
- Examine examples of poor communication and learn ways to maximize effective communication across constituencies.
- Become aware of the impact your documentation may have in terms of putting the institution (and yourself) at risk.
- Learn how to effectively document delivery of service to proactively avoid lawsuits or claims of misadvising.
Who Should Attend:
- All higher education professionals
- Academic advisors
- Advising administrator
- Financial aid personnel
- Registrar’s office personnel
- Student support
- Anyone who works with students or student records