Title: #VI-12. Procedure for Telephone Requests to Contact a Student on Campus

Date: April 20, 2009

These procedures are provided by the Dean of Students to assure campus compliance with the Family Education Rights and Privacy Act of 1974 as well as to protect student safety, institutional image and liability concerns.

A. Processing of Calls

During the daytime (Monday through Friday, 8:00 a.m. to 4:00 p.m.), all calls for the emergency contact of a student on campus should be routed through the Office of Admissions and Records. During the nighttime (after 4:00 p.m.) or on weekends (while staff are on duty), all calls for the emergency contact of a student on campus should be routed through the Information Desk.

B. Logging Phone Calls

When a caller requests that a message be sent to a student who is likely to be on campus, the employee handling the request will do the following:

1. Ask the caller if this is an emergency.

2. Make a log of the following information:

· Name of person calling.

· Relationship to student.

· Nature of emergency.

· Phone number.

· Probable location of student.

The employee will thank the caller and tell him or her that an attempt will be made to find the student if he or she is on campus, and then terminate the telephone call.

C. Notifying the Student

Staff having responsibility for receiving/logging these calls should have access to Banner or OLSIS to look up a student’s schedule. If it can be confirmed that the student should be on campus, the request to notify the student shall be referred to the Campus Police and Security Office, who will deliver the written information from the log to the student.

D. Do NOT do any of the following:

1. Confirm the student’s attendance, enrollment or presence on campus.

2. Leave your post.

3. Attempt to contact a student on campus unless all log information is provided.

4. Notify students of items that are clearly not an emergency. (If there is doubt as to whether the caller has provided an actual emergency, the decision will be made on the side of caution and the employee should seek to contact the student.)