Savanna Hoffman
There are various ways to view all students at a university, depending on the institution's policies and the software they use. Some universities use platforms like Aeries Software, which allows users with access to multiple schools to search for students using social security numbers or S-numbers. Another platform, Eduphoria, enables approved users to view individual student profiles and manage student access lists. Additionally, the National Student Clearinghouse provides student data and verification services for US colleges and universities, helping to streamline education verification requests and graduate school processes. However, it's important to note that student privacy and safety are paramount, and universities must comply with regulations like FERPA to protect student information.
| Characteristics | Values |
|---|---|
| Student data visibility | Depends on the university. By default, it isn't public information. |
| Student data compliance | The Family Educational Rights and Privacy Act (FERPA), The Higher Education Act, and other applicable laws. |
| Student data tools | StudentTracker, Aeries Software, Eduphoria |
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What You'll Learn
Student privacy and safety
Despite these protections, students are increasingly concerned about their privacy, especially in the digital realm. A large proportion of students now live much of their academic and personal lives online, and the COVID-19 pandemic has only accelerated this trend. A 2019 survey found that 46% of faculty taught an online course, up from 30% in 2013.
Students have strong beliefs about protecting certain types of personal identifiers, especially biometric information such as facial scans, retinal scans, and fingerprints. This is because these identifiers are singular and irreplaceable, and students are wary of the privacy risks and harms that could follow them throughout their lives. A comparative study of students in China and Japan found that these students considered their personal photos, mobile phone numbers, and physical addresses to be very private and were reluctant to submit this information to e-learning systems.
Students also expect boundaries between their personal and academic lives and want their data to be used predominantly for educational purposes. A 2015 EDUCAUSE report found that while most students approved of data collection for assessing progress toward a degree or course performance, less than half approved of data collection to analyze campus-based activities logged through their IDs, smart cards, or smartphones.
To ensure student safety, the US Department of Education provides resources, training, and publications to help colleges and universities improve and strengthen their emergency management plans. The Department of Education also provides information on crime in the US, including campus crime statistics, which are available online for parents and students to review. Additionally, the Department of State website is recommended for students considering studying abroad.
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Student consent
Generally, schools must obtain written consent from parents and eligible students before disclosing any personally identifiable information from a student's education record, other than "directory information". However, there are many exceptions to this rule. For example, schools may disclose personally identifiable information from education records without consent to school officials, such as teachers, who have a legitimate educational interest in the information. It is the school's responsibility to determine when there is a legitimate educational interest. Education records may also be disclosed without consent to another school where the student is planning to enrol, or to law enforcement in compliance with a court order, such as a subpoena.
Schools are required to notify parents and eligible students of their rights under FERPA, including the right to inspect and review education records, to seek amendment of records, to consent to disclosures of education records, and to file a complaint with SPPO concerning potential violations. Educational agencies and institutions must notify parents and eligible students annually of these rights. Schools do not have to release directory information, but if they do, they must give public notice of the categories of information they classify as such, and allow parents and eligible students to opt out of disclosing this information without consent.
Directory information can include the student's name, address, telephone number, date and place of birth, major field of study, dates of attendance, participation in school-sponsored extracurricular activities, height and weight of student athletes, degrees earned, honours and awards earned, the educational institution last attended, photographs, and email addresses. Schools often designate photos or videos of students participating in public events (e.g. sporting events, concerts, theatre performances, etc.) as directory information and/or obtain consent from the parents or eligible students to publicly disclose photos or videos from these events.
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Student Access Lists
To create a Student Access List, first navigate to the Students Settings gear in Aware. Click on the settings gear to view the Student Access Lists options, then select "Create Student Access List" and follow the prompts. If you are creating a list with students not rostered to you, that list must be approved by an administrator on your campus. These lists remain in a Pending Approval state until approved.
To create a new student access list, select the campus for the list, give the list a name, and add a description if desired. Note that your district may have a naming convention in place for Student Access Lists. If not, consider a name that indicates the purpose of the list. You can then either search for students to add to the list or upload a CSV file. If students are rostered to you, the list is approved automatically.
To manage your Student Access Lists, navigate to the Students Settings gear in Aware and click on the settings gear to view the Student Access Lists options. Click "Manage My Student Access Lists" and select a list to add, edit, or delete. You can also view individual student profiles on a Student Access List.
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StudentTracker
All Clearinghouse services facilitate compliance with the Family Educational Rights and Privacy Act (FERPA), The Higher Education Act, and other applicable laws. The Clearinghouse also respects all participating institutions' policies concerning the release of student data to third parties.
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Student search filters
StudentTracker
The National Student Clearinghouse's StudentTracker is a powerful tool with information provided by over 3,500 colleges and universities, encompassing 97% of all students across public and private US institutions. It offers detailed student-level reports, allowing for analysis by any chosen variable. This includes following learners across state lines, during breaks, school changes, and even after graduation. StudentTracker is particularly useful for small nonprofits working with outreach programs or federally funded TRIO programs, as it facilitates compliance with the Family Educational Rights and Privacy Act (FERPA) and other applicable laws.
College Search Engines
Prospective students can utilise college search engines to filter through thousands of colleges and universities to find their best fit. Search filters include location, size, cost, graduation rates, LGBTQ+ inclusivity ratings, available majors, financial aid comparisons, student debt, and scholarship opportunities. These search engines provide valuable insights to help students make informed decisions about their education.
University Software
University administrative software often includes student search filters to manage their student data effectively. These filters can include basic information such as student names, enrolment status, and degrees. Additionally, universities can utilise filters for more specific data, such as analysing educational trends and patterns or tracking student achievements and outcomes. This enables universities to make informed decisions and provide better support for their students.
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Frequently asked questions
There are a few ways to view all students at your university, depending on the university's policies and the software they use. One way is to use StudentTracker, which has enrolment and degree information provided by over 3,500 colleges and universities in the US. Another way is to use software such as Aeries, which allows users to search for students across multiple schools. Additionally, some universities use Eduphoria, which enables approved users to view individual student profiles on a Student Access List.
Depending on the software and university policies, you may need to provide a student ID, social security number, or S-number to search for a specific student.
By default, a list of all students at a university is not considered public information and is not available online due to safety and privacy concerns. However, some universities may provide a phone book or allow students to opt to publicly disclose their enrollment status.
