Policies & Procedures

I. PURPOSE

Longwood University recognizes the importance of protecting student privacy, including those in distance education courses. Consistent with a federal requirement enforced through standard 10.6 (b) of the Principles of Accreditation of the Southern Association of Colleges and Schools Commission on Colleges, states that universities that offer distance or correspondence education must have a written procedure for protecting the privacy of students enrolled in distance and correspondence education courses or programs.

The purpose of this policy is to formalize the application of current privacy policies to distance education students.

II. APPLICABILITY

This policy applies to all units of the university that have contact with distance education students and/or access to distance education students’ personal information.

III. POLICY

1. All state and federal laws and regulations and Longwood University policies concerning the privacy of student records shall apply with equal force and effect to distance education student records. See Policy 1009: Student Records and Annual Notification
2. Each student enrolled in a distance education course is assigned a LancerNet ID and password and must use this to register for and access distance education courses. For security purposes, Longwood University has established minimum password requirements. See Minimum Password Standards
3. Student information is stored in the Banner ERP system, access is granted to authorized personnel and this access is reviewed annually.  See Policy 6009: Data Classification and Policy 6029 Security Roles and Responsibilities
4. All websites that collect personally identifiable information from distance education students must be secured encrypted websites. See Internet Privacy Statement

Reviewed and approved by Cabinet, November 14, 2012
Approved by the Board of Visitors, December 7, 2012
Revised and approved by the Board of Visitors, March 22, 2019