Department Chairs/Administrative Assistants

Please submit a separate application for each individual.



Individual requesting access.  Please include middle name.  Please print legibly.




netID: __________________________     Date of Birth: __________________


If you are new to UVM and have never taken classes here, please provide your Social Security Number: _______________________________________


Department: _______________________________________    Phone: __________________________


UVM Address: ____________________________________________________________________________


Will you need to load/maintain student advisors in BANNER?  ___ Yes  ___ No


If you are replacing someone, please write their name here: _____________________________________________ and check one of the following:


  ______Remove access due to departure from UVM
  ______Remove access due to departure from dept/office  


Are you familiar with, and do you agree to abide by, the Family Educational Rights and Privacy Act?

 ______Yes   ______No  (see Guidelines and agreement following)






Individual Requesting Access: ____________________________________________    Date: _________________


Department Head: ______________________________________________________    Date: _________________


Please return this completed application to: Registrar, 360 Waterman.  The process to grant access does not begin until this form is received by the Registrar’s Office.  The Administrative Data Use Policy and Guidelines following must be read, signed, and submitted as part of this application.


Banneraccess_deptdoc/rev 18 Aug 05






The data contained in the University of Vermont's administrative information systems constitutes a valuable institutional resource.  If you are authorized to view or report data from an administrative information system, you may use that data to allow you to perform your assigned duties and responsibilities in an efficient and effective manner, with the following caveats:


·         It is a moral, as well as legal, obligation to respect individuals' rights of privacy, and anyone using institutional data assumes this responsibility.


·         Authorization is granted to you as an individual.  It does not imply that you can release data to a third party or that you can grant access to anyone else.  Public disclosure must be approved by the responsible central office.


·         It is your responsibility to provide for the physical security of the data, including proper confidentiality and integrity.


·         The official university records are those maintained by central offices.  It is your responsibility to reconcile all discrepancies if your data does not match that maintained centrally.


·         University-wide decisions are made based on analyses provided by various central offices.  These analyses will continue to take precedence over work done by other offices.


·         Offices granting access to administrative data may establish policies covering individual information systems.


·         Authorizations must be renewed annually.


Inappropriate or unauthorized access or use of data could result in disciplinary action up to and including termination.


I understand and agree to abide by the policy stated above.


Signature: __________________________________         Date: ___________________


Print Name: _________________________________




Educational records are kept by the University offices to facilitate the educational development of students.  Faculty and staff members may also keep informal records relating to their functional responsibilities with individual students. 


A federal law, the Family Educational Rights and Privacy Act of 1974 (FERPA, also known as the Buckley Amendment) as amended, affords students certain rights concerning their student educational records.  Students have the right to have some control over the disclosure of information from the records.  Educational institutions have the responsibility to prevent improper disclosure of personally identifiable information from the records.



Students have a right to know about the purposes, content, and location of information kept as a part of their education records.


They have a right to gain access to and challenge the content of their educational records.  FERPA was not intended to provide a process to be used to question substantive judgments that are correctly recorded.  The rights of challenge are not intended to allow students to contest, for example, a grade in a course because they felt a higher grade should have been assigned.


Students also have a right to expect that information in their educational records will be kept confidential, disclosed only with their permissions or under provisions of the law.


Parents have the right to expect confidentiality of certain information about them in student records and, under certain conditions, to gain access to information in student educational records.  For purposes of FERPA, the University considers all students independent, limiting the student educational record information that may be released to parents, without the student’s specific written permissions, to directory information.



Student educational records are specifically defined as records, files, documents, and other materials that contain information directly related to a student and maintained by the University or someone acting for the University according to policy.



A school official is a person employed by the University in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official also may include a volunteer or contractor outside the University who performs an institutional service or function for which the University would otherwise use its own employees and who is under the direct control of the University with respect to the use and maintenance of personally identifiable information from education records, such as an attorney, auditor, or collection agent. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.



Some information about students is considered “directory information”.  Directory information may be publicly shared by the institution unless the student has taken formal action to restrict its release.


Directory information includes:

-          name

-          address

-          telephone number

-          email address

-          dates of attendance      

-          class

-          previous institution (s) attended  

-          major field of study

-          enrollment status

-          awards

-          honors (including Dean’s list)

-          degree (s) conferred (including dates)

-          past and present participation in officially recognized sports and activities

-          physical factors (height, weight of athletes)

-          photograph


A student must formally request the University Registrar to prevent disclosure of directory information, except to schools officials with legitimate educational interests and certain others as specified in the regulations.  Once filed, this request becomes a permanent part of the student’s record until the student instructs the University, in writing, to have the request removed.




  1. Do refer requests for information from the educational record of a student to the proper education record custodian.
  2. Do keep only those individual student records necessary for the fulfillment of your teaching and advising responsibilities.  Private notes of a faculty member concerning a student and intended for the faculty member’s own use are not part of the student’s educational records.
  3. Do keep any personal professional records relating to individual students separate from their educational records.  Private records of instructional, supervisory, and administrative personnel and ancillary educational personnel are to be kept in the sole possession of the maker and are not to be accessible or revealed to any other person, except a substitute.
  4. Do change factual information regarding grades and performance in an educational record when the student is able to provide valid documentation that information is inaccurate or misleading.  The substantive judgment of a faculty member about a student’s work expressed in grades and/or evaluations is not within the purview of students’ right to challenge their educational records.
  5. Do not display student scores or grades publicly in association with names, ID Numbers, or other personal identifiers.  If scores or grades are posted, use some code known only to you and the individual student. If a partial ID Number is used, use no more than the last five digits.  In no case should the list be posted in alphabetic sequence by student name.
  6. Do not put papers, graded exams, books, or lab reports containing student names and grades in publicly accessible places.  Students are not to have access to the scores and grades of others in class in ways that allow other students to be identified.
  7. Do not request information from the educational record custodian without a legitimate educational interest and the appropriate authority to do so.
  8. Do not share student education record information, including grades or grade point averages, with other faculty or staff members of the University unless their official responsibilities identify their “legitimate educational interest” in that information for that student.
  9. Do not share information from student educational records, including grades or grade point averages, with parents or others outside the institution, including in letters of recommendation, without written permissions from the student.
  10. When in doubt, err on the side of caution and do not release student educational information.  Contact the Office of the Registrar for guidance.


I understand and agree to abide by the guidelines stated above.


Signature: __________________________________         Date: ___________________


Print Name: _________________________________