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Overview

The Contact and Privacy Info app has a Wizard mode that is used to guide students through a process of updating their information.

Instructions

The wizard mode of the contact and privacy info app is a special mode that guides students through a process of updating and verifying their information.  There are also extra screens and forms available in this wizard that are not usually available in this app.

As students progress through the wizard, they will see a bar at the top letting them know what step they are on.  If the page requires their attention, like checking the box at the bottom, the "action required" label will appear.  They will also be prevented from progressing past this tab until all steps on this page are completed.  The mobile version of these pages does not have the progress bar, but will indicate what step the student is on and will also display the action required label. Note: all other screenshots in this guide also have an "employee addresses" tab, which will appear if the student is also an employee.

image of tabs in Contact and Privacy Information app

At the bottom of the page, students will have to check a box at the bottom to verify that the information is correct.  This ensures that they have viewed the entire contents of the page.

image of Next Step button in the Contact and Privacy Information app

image of arrow - right, greenStudent Addresses - Click HERE

image of arrow - right, greenEmergency Contact - Click HERE

image of arrow - right, greenText Notifications - Click HERE

image of arrow - right, greenPrivacy - Click HERE

image of arrow - right, greenMore Info - Click HERE




Student Addresses

Students will first be asked to validate their existing local and permanent addresses.  They will have to check a box at the bottom to verify that the information is correct.  They can also make changes and click the save button, just like normal.

image of student addresses tab in the Contact and Privacy Information app

Emergency Contact

The emergency contact section allows students to update their emergency contact information.

image of the Emergency Contact tab in the Contact and Privacy Information app

Text Notifications

This section allows students to sign up for various text message notifications.  If they are not enrolled for RAVE emergency alerts they will be required to make a decision to sign up or opt out.  Once they have signed up for emergency notifications, they will be shown the primary number they registered with, and then directed to the RAVE website for further changes.  They also are given an opportunity to sign up for enrollment notifications.

image of the Text Notifications tab in the Contact and Privacy Information app

 

A brief description of each notification type is shown, but a user can click "Learn More" to read about each one.

image of About Emergency Notifications box in the Contact and Privacy Information appimage of About Enrollment Notifications tab in the Contact and Privacy Information app

Privacy

 All students' educational records are automatically protected by the Family Educational Rights and Privacy Act (FERPA). Universities have the right to release a student's directory information to outside entities, but only if the request meets the statute's requirement that the requesting party have a legitimate educational interest in those specific records. See below for more details.   

(red star) Students are highly encouraged to understand how the Family Educational Rights and Privacy Act (FERPA) affects them.

On this page, students are shown their directory information and are given a chance to request privacy.  There is also a section that lets them indicate a third party to which information (academic, financial, etc.) may be released, including parents.

  • Student Preferred First Name
    • Students now have the option to select a preferred first name in the UWF system. Please see the Adding a Preferred First Name for guidelines, details and FAQs.
  • Photo Privacy Settings
    • Students can give permission for their photo to be displayed in the campus directory
  • Directory Information
    • UWF may publish and release the directory information of a student unless the student elects to "opt out" and prevent the release of this information to the general public. The “opt-out” restriction you place on your record while a student will remain in place indefinitely until revoked by your request.  Additionally, your name will not appear or be released in university publications including campus directories, honors recognitions, publications, graduation lists, in the commencement program at graduation, or in response to public records requests.  Alumni or former students no longer in attendance must contact the Office of the Registrar to change the release of Directory Information.
    • What is Directory Information?
      • Name (legal and preferred);
      • Address (local and permanent);
      • Enrollment Status (e.g. undergraduate or graduate, full-time or part-time);
      • University assigned E-mail Address;
      • Current Telephone number (local and permanent);
      • Major field of study;
      • Participation in officially recognized activities and sports, including the birthdate, place of birth, weight and height of members of University athletic teams;
      • Dates of attendance at UWF;
      • Degree(s) earned at UWF;
      • University recognized Degrees, Certificates, Thesis/Dissertation Titles, Awards and Honors received (including Dean’s List and President’s List);
      • Grade classification (Freshman, Sophomore, Junior, Senior or Graduate Student);
      • Most recent previous educational agency or institution attended.
  • Full Confidentiality Hold
    • In rare cases, a student may need additional privacy protection that is not covered in suppressing their directory information. If a student elects to have the Registrar's Office place a Full Confidentiality Hold on their record, it means that all conversations about your educational record must be conducted in person or via your UWF email account. We cannot discuss your record with you (or anyone you designate) over the phone, fax, regular mail, or any email address other than your official UWF email account. In this section, if the student elects this option, they will click the red " Request Full Confidentiality" button. A warning box will appear. The student will read this and then click "OK" to send the request or "Cancel" to terminate the request. If the student clicks OK, this sends your request electronically to the Registrar Office staff who will explain the ramifications and verify with the student that this is how they wish to proceed. 
    • What does this mean? Your entire educational record will be suppressed (this includes the Directory Information listed above). It also greatly limits UWF employees' ability to communicate with the student - see previous bullet point.
  • Release of Student Information
    • Students may indicate a third party to which information (academic/financial, etc.) may be released, including parents. Please note that if a student elects to place a Full Confidentiality Hold on their educational records, any third party to which the student authorizes their information released will have to conduct their communications with UWF employees in person.  

 

image of privacy page in the contact and information privacy app


image of warning box for full confidentiality hold in the contact and privacy app


(blue star) Employees with proper access can view a student's privacy selections in the "Student Info" tab of the Contact and Privacy Info app. 

  • If the student has elected to withhold their directory information but does NOT want a full confidentiality hold placed, you will see "Withheld from directory" next to Privacy.
    • image of student info tab - directory info withheld but no full confidentiality hold placed

  • If the student has elected to have a full confidentiality hold placed, you will see "Full Confidentiality" next to Privacy.
    • image of student info tab - full confidentiality hold placed

More Info

The more info section asks students a few more questions before finishing the wizard.  This tab is only visible when the contact info app is in wizard mode.  Note: if the student does not click the word "Finish" at the bottom of this page the wizard will not be considered complete.

Future Enrollment

Students are asked to let us know if they plan on coming back the following semester.  If they aren't enrolling, they see these suggestions and a form to let us know why not.

image of More Info tab in the Contact and Privacy Information app

FAQs

 How do I change my address if I am an inactive student and no longer have access to MyUWF?

Please see Activating your MyUWF/Argonet Account. Once your account is active, you can access the Contact and Privacy Information app.


 What is the difference between withholding Directory Information and placing a Full Confidentiality Hold on my record?

Withholding your Directory Information prevents UWF from disclosing to the general public any information from student educational records which is designated as "directory information." See above Privacy section.

The Full Confidentiality Hold is used only in rare circumstances. Your entire educational record will be suppressed (this includes the Directory Information listed above). But, in addition, all conversations about your educational record must be conducted in person or via your UWF email account. We cannot discuss your record with you (or anyone you designate) over the phone, fax, regular mail, or any email address other than your official UWF email account.

 My daughter authorized me to discuss her educational records with UWF employees. She has now placed a Full Confidentiality Hold. Can UWF staff still communicate with me about her records via email?

No. If your daughter has authorized us to discuss her records with you and she now has the Full Confidentiality Hold, all conversations about her educational record must be done in person.

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 Review Info
Process Owner
Status
DRAFT
Last ReviewedJanuary 2016
Last Edited
Notes
TemplateBPL Procedure v.1.0.1