Question:
Why couldn't IPPA submit a GPA list and a list of all students that have graduated to each academic department after each semester is completed? Yes, I know the GPA information can be pulled from the Chairs report menu, but only when the system has been updated, which by the way, hasn't been done. And, to my knowledge there is no way to pull a graduation list from the Chairs report menu or anywhere else. These two lists would greatly help departments who need to clear the files on the students who have graduated and who need to send letters out to students whose GPA fall below the requirement without having to check every student in the system.
Response from Jim Purcell:
IPPA has the technical ability to produce GPA lists and graduate lists. However, in general, bulk reports that provide student ids, names and other protected information such as grade point averages are in violation of the law. As I understand the law, university's must have data management practices that protect student information. Data can only be accessed by an authorized person, under tight security parameters, for an appropriate and specific purpose. The distribution of a list of GPAs of students to multiple points across campus fails to meet these criteria.
Sending SSNs of students via e-mail to different department is problematic because e-mail is not appropriately secure. Even sending a list of confidential student information by intercampus envelope is problematic for security reasons.
One of the reasons the Department chair page was developed with security of two passwords was to provide information to persons identified as needing this information -namely department chairs and deans. It is based upon information on the student records database as of the 12th day of class of each semester. Previous semester grades are available from this site. The department chair page will be updated soon after the twelfth day of class of each semester.
GPA specific data
IPPA does run reports based upon student data upon request for a specific purpose. Such requests often must be initiated or approved at the Dean level. The information provided should not provide information that is not needed for the requested purpose. IPPA will be glad to produce such a report for all schools and send to the Dean's office for distribution. Security for such information is a concern and such a list should not be made available to persons not in need of the information.
LIST OF GRADUATES
It is important to understand that just because a student walks in graduation, it does not mean that they have actually been fully cleared to receive their degree. There is often a lag of at least a half of a semester between the time a student finishes their courses and a student's record is fully reviewed and finally cleared as a graduate of GC&SU. An official list of graduates from the previous semester is submitted to the state at mid-semester. A report for schools and departments can be generated at this time. IPPA will gladly prepare a report to the Deans soon after the state submission.
IF graduate data is needed at an earlier time, obtaining the graduation ceremony program could prove useful. The drawbacks to this are that the list does not separate by major -only by degree- and it does sometimes list students who may need to take a few courses.
Should you need more information on the topics outlined above or other research and planning issues, feel free to call me. 445-6353 -Jim Purcell