Office Space 4-6

4-6

Office Space

4-6 Office space which allows for privacy must be provided for the program administrator and faculty. Student and program records must be stored to ensure confidentiality and safety.

Intent:

Office space for full- and part-time faculty should be allocated to allow for class preparation, student counseling and supportive academic activities.

A. Description

1. Specify the number, capacity and location of faculty and staff offices. If applicable, provide the same information for distance education sites.

The two full-time program faculty has private office space. The two .5 FTE program faculty share a large 4 person office with a separate work station, phone line and computer. The program clinic receptionist shares an office with the PTA program but this space was redesigned to accommodate all the needs of both receptionists. All of the faculty and staff offices are located in close proximity to the program classroom, lab and clinic. The part time faculty may use one of the private faculty offices to address private issues with students.

2. Describe the space available for securing student and program records. If applicable, provide the same information for distance education sites.

The student’s official records are secured in the Student Services Office area. A working copy of student records and all program records are stored in the program administrators office which is locked at all times All patient files are stored in a file room which is located in the clinic receptionists office which is locked at all times.

3. Describe the manner in which records of student work in the program are maintained. If applicable, provide the same information for distance education sites.

Individual records of student work are maintained in the dental hygiene program administrator’s office. All permanent files are maintained by the Student Services Office. The College Data Privacy policy governs the release of student information and is based on the Family Educational Rights and Privacy Act of 1974 and Minnesota Statutes sections 13.01 to 13.87. It accords all rights under the law to all of its students, including those dependent students under the age 18.

The program faculty utilizes D2L for posting of all student grades. Students and faulty communicate through this network to maintain security and confidentiality of all student work in the program.

4. Describe the way in which confidentiality of and access to student records are ensured. If applicable, provide the same information for distance education sites.

The College Data Privacy policy governs the release of student information and is based on the Family Educational Rights and Privacy Act of 1974 and Minnesota Statutes sections 13.01 to 13.87. It accords all rights under the law to all of its students, including those dependents students under rage 18.

Access to student records is limited to the dental hygiene program administrator and faculty, college counselors, the dean, college administrators, and the offices of Records/Registration, Admissions and Financial Aid. Students must sign a Release of Information Authorization form prior to any information being released by the college.

Students may review their records anytime on-line or by making an appointment for this purpose with a counselor. Students have the right to challenge the content of records and to request that corrections or explanations be placed within those records.

Private student data is accessible only to the student and to college personnel and other agents as authorized by law. A list of authorized personnel is available in the Student Services Office.