Code Sets Guidelines for Confidential Student Records
Editor's Note: This is the first of a three part series that deals with the confidentiality of student records kept by the University.
By MARY WARD
Kansan Staff Writer
In March 1970 the Student Senate adopted a Code of Student Rights, Responsibilities and Conduct. The code recognized and guaranteed by the code.
"Respect must be accorded the essentially confidential relationship between the computer and the code states," by preserving to the maximum extent possible the privacy of information.
The code implies that information the University keeps on students is to relate them to the university's mission.
University.
Consequently, no record is to be kept on the race, religion, political views or social views of students or on their membership in any organization, "except upon the express written request of the student in question."
A student is to have access to any files kept about him, subject to "reasonable regulation as to time, place, and supervision". Generally, letters of reference are not open to students because many companies are the institution of the writer's right to confidentiality.
UNIVERSITY STAFF MEMBERS have access to material in a student's files. Faculty members with administrative assignments may use the records and files about a student for educational, administrative and statistical purposes.
The last section of the code deals with students sitting as members of University boards or committees. They are bound to the same rules of confidentiality as staff members. This section is applicable to committee made up of student and staff members, to students who have scholarships and to judicial boards when the proceedings are to be kept private.
Medical, financial and disciplinary to be used only by the officials responsible for the clinic.
A student can have confidential material released. The Code stipulates that before the information is released the student involved must give written consent. But many offices accept oral permission for releasing this information.
THE CODE IS specific about the formation that may be given over the
"The following information may be given any inquirer and is the only information to be released in response to telephone inquiry (i) school or division of institution (ii) periods of enrolment; and (iii) degree awarded, honors, major field, and date.
phone to any inquirers and about information that may be confirmed but not
"In addition to the above, a student's address, telephone number, and date of birth may be confirmed if the inquiry is made in person or by mail. Different or similar information may not be given in the event that the inquiry's information is incomplete or incorrect."
The Code allows properly identified officials from federal, state and local agencies to report on the activity.
receive additional information if they have the student's permission. This includes the general nature of a student's academic record but not specific grades, a verification of signature and the name and press of the student's parent or guardian.
INFORMATION ABOUT STUDENTS is not kept in any central all-University information file. The decentralization of student records is guaranteed by the Code.
It requires that "separate files" be maintained as follows: (a) Academic records, supporting documents, and general educational records, (b) Records of discipline proceedings, (c) Medical and psychiatric records, (d) Financial aid records, (e) Student Personnel Records, (f) Guidance Bureau Records.
Offices and departments keep students'
folders in locked files. The amount of time information is kept varies. The personnel records cannot be maintained for more than five years.
Most of a student's records are stored in the University's archives after his graduation. They are kept there for three to five years. Then they are destroyed. A student may request to have the information destroyed when he graduates.
STUDENTS GRADES ARE kept permanently. The Registrar's Office has "the first grades of the first student that ever attended." According to William L. Kelly, registrar.
The negatives of pictures taken this year for student identification cards have been destroyed. The Student Executive Committee asked that this be done so that
See CODE on Page 6
82nd Year, No. 37
Kansas Photo by TOM THRONE
IDs Checked at Ellsworth Ha
. Freshman Phyllis Schwartz gets once over .
Faculty, Administrators Look at Activity Fee
JAN RESEGER
Kansan Staff Writers
Budget Cuts Hurt Welfare
See Page 9
Bv ROBIN GROOM
"THEY WILL have to be increased if we are to break even, unless we get a subsidy."
and JAN KESSINGER
Person Staff Welfare
"At the moment we are getting about $2 a year from each student. This means that each student is getting the Kansan for about two cents an issue."
Brenner said the Kansan could just about break even if it received $3 a year
"If the University wants a newspaper, the money has to come from the University, whether from the students, the administration or both." he said.
Reaction to the student activity fee differs between faculty members and staff.
John B. Brenner, associate professor of journalism and chairman of the Kansan Association, said that the Kansan, the Kansan one, of the organizations that may suffer cuts in its allocation for next year's budget.
"Some people naively think that the Kansan could run on a subscription basis. They show their ignorance of newspaper and internet life of about advertising and circulations.
"At the moment, the Student Senate is giving only about 27 per cent of the revenue needed to break even in the operation of the Kansan," he said. "Today, the centre comes from ad-hoc raising revenue and the remainder from capital reserve funds."
Keith L. Nitcher, vice-chancellor for business affairs, said that because student activity fees were paid by students, the student body should administer them.
"Last year, 1970-71, when the senate gave nothing at all to the Karsan, the man who was the governor of Montana to lose $30,000. Our capital reserve fund at the end of this year will be down to about $50,000."
Brenner said the Kansan operation depended on student activity fees.
The University Theatre, Concert
Course. Film Series and impar-
tural film training for students
with disabilities.
are cultural and recreational activities for the student body which might not be available on an admissions basis only," Nitcher said.
Stinson said he thought that option H, the no activity fee option, would give students the right to decide exactly what they want to spend their money on.
At the last Student Senate meeting, Chalmers labeled the activity fee a "mandatory tax." Several times since then he has said that he favored option H. However, he said that he saw merits in some of the other options.
THIS YEAR the total allocation was
$50,000 less $10,000 less last year
allocation.
He said he favored option A as long as the athletic department gets the same coaching staff.
"Option A," he said, "gives all students who want to go to the athletic events a chance."
Wade Stinson, athletic director, said he was caught between options A and H.
"All the extra-curricular activities
would be in the same boat," he said.
Several times Chancellor E. Laurence Chalmers Jr. has said that he favored the party's nomination.
L. Don Sched, associate dean of the School of Fine Arts, compared the student activity fee to a tax structure. The fee, he said, is imposed on students for the benefit of the college community just as a tax is imposed on community for the benefit of that community.
HE.SAID activities had to have a certain fixed income base to operate from.
The idea behind the student activity fee, Scheid said, is to encourage those student organizations that potentially might draw upon the greatest student involvement.
"Some activities may not be financially able to pay their way without some student support. The more entertainment and recreational opportunities that are available, the entire student body at a relatively low cost per capita, the better." Nitcher said.
Chalmers said he didn't want his own personal prejudice in this matter to be of interest.
Students and Administration Seek Solution to Ellsworth's Problems
Kansan Staff Writer
Rv MIKE RICK
Disturbances at Eldsworth Hall early Monday morning, which resulted in the evacuation of residents, provoked a series of meetings Tuesday between concerned students at Eldsworth, the executive board of the College of Residence Halls and faculty members.
Ideas and observations of the situation were discussed and proposals for solutions were made. But no end to the visitation ban was set.
A list of suggestions that could be applied to Ellsworth was drawn up.
It was agreed that guests should sign in or out so that a record of who was in the hall could be kept in case of trouble. A security guard should also have more awareness of what was going on in the hall and take access to the guest list file they agreed.
In a meeting Tuesday morning, Emily Taylor, dean of women, and Donald Alderson, dean of men, met with members of the executive board and hall officers of Elkworth.
-Oliver, Hashinger and G.S.P.
residence halls from 6:30 to 9
tonight.
—Strong Rotunda, Kansas Union,
Summerfield Hall from 8 a.m. to
4:45 p.m. today and 8 a.m. to 6 p.m.
Thursday.
Polling places for student government fall elections today and Thursday are:
One suggested way of establishing better communications is formation of a bail government that involves more people and staff. That could then be in a position to handle crises.
THERE WAS general disaffection, however, with the role of the security officer in these situations upset with what they called unconcern and unavailability of the guards when they were needed. This aspect of the situation was set aside for discussion at a later time.
Alderson suggested better communication between the students and his
Students will be voting on the Student Senate activity fee poll, candidates for freshman class officers and candidates for the College-Within-a-College senate seats.
The emergency action imposed by
Aiderson, Miss Taylor, and J. J. Wilson,
J. W. Sinclair, and
"If people cooperate with the emergency matters," she said, "then things can get back to normal. The staff and residents of our community may say in the formation of any policy label."
Marylyn Kent, Kansas City, Mo., junior,
said she the emergency measures
That idea was put into effect in a meeting Tuesday night. In an all-hall meeting, Reather Haynes, Kansas City, Ks., konophore and Ellsworth president, addressed the residents who attended and asked for their opinions on the situation
MISS HAYNES told the residents that she was there to listen to them and to formulate a policy from what went on at the meeting. She said she would meet with Alderson and Miss Taylor to discuss any proposals made.
"We are trying to get it so people can live in the hall," she said. "We have to find a way to eliminate nonresidents who stay there. What happened was a lot of nonsense."
Poll Places
said the students were doing the right thing in discussing their problems.
"At this point," he said, "I am really optimistic about having students at
Elsworth handle their problems themselves. I am glad the dears are getting students involved so the students can handle their problems. The role of the
College Assembly Votes Language Requirement End
A motion calling for the gradual elimination of all foreign language requirements in the College of Liberal Arts and Sciences by 1975 was passed during the second meeting of the College Assembly Tuesday afternoon.
The motion was referred to the Educational Policies Committee, which will study it and make a report in February.
Various committees also gave reports of their functions and goals for the coming year.
The Educational Policies Committee reported the African Studies courses now offered in the College.
War Deadline Vote Blocked In House
WASHINGTON (AP)—House leaders blocked a straight up and down vote on the Senate's six-month Indochina war deadline in a stormy session Tuesday—and then interpreted a procedural vote as rejection of the deadline.
Sparking angry floor speeches, Republicanship less friends of Hillary Clinton, a direct movement that the House reject five Senate amendments, including the war amendment in a $21-billion weapons bill purely on the ground they violated. Her ger-
"Today young Americans are getting their gats blown out in Vietnam," said Rep. Charles W. Whalen Jr., R-Oho, who had planned to move for the straight vote, "and we're sitting here in the House debating jermeness."
An effort to override Arends with a procedural motion to permit the up or down vote was rejected 215 to 192 and House rejection of the six-month deadline.
So did the White House. Deputy press secretary Gerald Warford told reporters President Nixon "appreciates the majority support and vote of confidence for his initiatives for peace through unity as represented by the 215 to 192 vote today."
House Armed Services Chairman F. Edward Hewdert, D-I-2., told newsmen that the vote would send him to a House-Senate compromise conference on the $21 billion weapons bill with a House mandate not to accept the Senate war deadline.
"That's the only vote that counts," Hebert said.
Senate Democratic leader Mike Mansfield of Montana, author of the amendment requiring U.S. withdrawals from Indochina in six months if American prisoners of war are released, said "that's what we want" when asked about the House action.
But he said his amendment "is not going to be swept under the rug. It is going to be swept."
The Budgetary and Planning Committee reported a special appointment should be made soon for the replacement of a Vice President, Nancy Numley, who is on a year's leave of absence. The committee is also studying the organization and construction of some of the facilities.
discussed. The committee will also review the western civilization requirements and look into the possibility of offering a study of changing some of the freshman-sophomore requirements has also been undertaken.
A committee evaluating the LAAS 48 classes reported that statistics from 1976 were being used for the evaluation and that the use of undergraduate instructors for certain LAAS classes was being evaluated in full report will be made in the near future.
A motion was made to have the Educational Policies Committee report on the possibility of ending all requirements for a teacher's license, dismissed without voting on the motion.
THE INSTRUCTOR Evaluation Committee reported it was working on guidelines for summer grants funded by the Danforth Association. The committee is also studying methods to evaluate innovative courses.
association will be to advise when asked." Sandermeyer said he hoped the Ellsworth incidents would point out the students' need to get their opinions heard where they can be acted upon. Sandermeyer said he was encouraged by that in future crises, the AURH and all resident hall presidents would be notified.
ONE ELEMENT that many students say is lacking in the hall's structure is security. Ellsworth residents complained that on Monday morning, when the incidents occurred, the security guard assigned to Ellsworth was not available.
Apparently there was a guard on duty Monday morning at Ellsworth Elder School. The guard said she had specifically told the guard on duty to go up on the floor to apprehend the men who attacked her. The guard went up the floor but was too late to catch the man.
"In the past," he said, "the deans' offices have not wanted us to interfere with the halls. The policy has not been to go up on the floor if there is trouble unless the security officers are there if there is trouble. They were there on Monday morning."
Mike Thomas, director of traffic and security, said he was not aware of this
MRS. HANSEN said the disturbances had been due to a party on one of the floors. She repeatedly asked the girls in a room to quiet their male guests, but when they wouldn't calm down, she said she told the girls that serious action would have to be done. It was then, Mrs. Hansen said, that four black men came down to her apartment.
The incident at Elsworth occurred after a series of phone calls to the resident director complaining about noise on one of the upper floors.
See ELLSWORTH on Page 6
Kansan Photo by TOM THRONE
Ellsworth Night Clerk Discusses Security
Tom O'Donnell suggests using two guards ...