Conn. Agencies Regs. § 10a-6-5

Current through December 27, 2024

Section 10a-6-5 - Personal data systems

The Board of Governors for Higher Education and the Department of Higher Education maintain eight (8) personal data systems, the general nature and purposes of which are specified in subsections (a) through (h) below. In accordance with the Attorney General Standards, the following information is provided for each personal data system:

(1) Name of system;

(2) Type of system (automated, manual or combination of both);

(3) Purpose of system;

(4) Routine sources of data for system;

(5) Legal authority to collect, maintain and use personal data in system;

(6) Categories of personal data maintained;

(7) Categories of other data maintained;

(8) Categories of persons on whom records are maintained,

(9) Routine use of records, including types of users and purpose of use; and

(10) Retention schedule adopted pursuant to Section 11-8a of the General Statutes, if applicable.

The eight systems are:

(a)

1.Name: STUDENT FILE

2.Type: Automated

3.Purpose: To allow the Board of Governors to meet the requirements of Section 10a-9 of the General Statutes to develop a comprehensive management information system for planning and budget purposes. This system will support the research necessary to assess programmatic, financial, demographic, academic and other trends necessary to effectively coordinate higher education in Connecticut.

4.Source of Data: Data collected by institutions within the state system of higher education and transmitted to the Department of Higher Education.

5.Legal Authority: Section 10a-9 of the General Statutes.

6.Categories of Personal Data: Education, including semester standing, degrees earned, registration date, institutions attended, residential status, general credits earned, remedial credits earned, extension credits earned, credits transferred, program of study, major, level of study, degree sought, date of high school graduation, high school rank and SAT scores; Finances, including type of tuition paid (instate, out-of-state, general fund, extension fund) and financial aid received (type and amount); and whether or not a student has a graduate assistantship.

7.Categories of Other Data: Social security number; gender; racial/ethnic origin; date of birth; permanent address and current address.

8.Category of Person: Undergraduate and graduate students attending or who have attended institutions within the state system of higher education.

9.Use of Records: This system is routinely used by the research and budget staffs to generate descriptive statistical reports to support budget development, academic program review and legislative initiatives. It also allows for students to be tracked through college, thus providing greater understanding of transfer trends, dropout and reentry patterns and longitudinal changes in student choice.

10.Retention Schedule: For ten years, or for the period of time required by applicable state retention schedules, whichever is longer.

(b)

1.Name: STATE SCHOLASTIC ACHIEVEMENT GRANT FINANCIAL AID FILE (SSAG)

2.Type: Automated

3.Purpose of System: To assist the Department of Higher Education in administering the SSAG program. This program provides to Connecticut resident high school seniors or graduates, scholarships based on need and previous high school academic achievement or performance on standardized academic aptitude tests.

4.Source of Data: Data provided by students on their application or by the College Scholarship Service based upon data supplied to them by the student and authorized by the student to be transferred to the Department.

5.Legal Authority: Sections 10a-169 and 10a-170 of the General Statutes.

6.Categories of Personal Data: Education, including high school attended, graduation date, class rank, class size, SAT scores, college attended, type and address; finances, including, family income, possible family contribution to college costs and level of award.

7.Categories of Other Data: Name, address and social security number.

8.Category of Person: Data collected only on those high school students who apply to or continue in the SSAG program.

9.Use of Records: Records are used by the Student Financial Aid Division to select SSAG recipients and to monitor the program.

10.Retention Schedule: In accordance with applicable state retention schedules.

(c)

1.Name: TEACHER INCENTIVE LOAN PROGRAM FINANCIAL FILE (TILP)

2.Type: Automated

3.Purpose: To aid the Department in administering the TILP program. TILP is a program which provides academic loans to students who enroll in teacher education programs and plan to teach in disciplines where there is a declared shortage of teachers. Students who become teachers in shortage areas in Connecticut have a portion of their loans forgiven for each year of service to the state. This system allows the Department to screen applicants, select award recipients, monitor student status and track loan repayment should a student decide not to teach.

4.Source of Data: Information provided by students on application form and follow-up verification forms.

5.Legal Authority: Section 10a-163 to 10a-163a inclusive of the General Statutes as amended by Public Act 85-479.

6.Categories of Personal Data: Education, including college name, type and location, level of study and major; Finances, including amount of loan awarded, interest rate, forgiveness provisions, repayment activity and loan deferments; Family, including parental names, addresses and telephone numbers; Employment, including school of employment if teaching, grade level taught, name of superintendent, employer address and telephone number.

7.Categories of Other Data: Name, social security number, date of birth and permanent address.

8.Category of Person: Data collected only on high school students, undergraduates, or graduate students who apply for TILP loans.

9.Use of Records: Records are used by the Student Financial Aid Division to determine award recipients, payback provisions and to monitor student progress.

10.Retention Schedule: In accordance with applicable state retention schedules.

(d)

1.Name: EDUCATION LOANS TO ENCOURAGE EXCELLENCE IN TEACHING FINANCIAL AID FILE (ELEET)

2.Type: Automated

3.Purpose: To aid the Department in administering the ELEET program. ELEET is a program which provides academic loans to students of higher academic ability who enroll in teacher education programs. Students who subsequently teach in Connecticut have a portion of their loan forgiven for each year of service rendered. This system allows the Department to screen applicants, select award recipients, monitor student status and track loan repayments should a student decide not to teach.

4.Source of Data: Information provided by students on application and renewal form.

5.Legal Authority: Section 10a-170e to 10a-170m inclusive of the General Statutes as amended by Public Act 85-479.

6.Categories of Personal Data: Education, including college name, type and location, level of study, major, high school attended, class rank and SAT scores; Finances, including amount of loan awarded, interest rate, forgiveness provisions, repayment activity, loan deferments and family contribution; Family, including parental names, addresses and telephone numbers; Employment, including school of employment if teaching, grade level taught, name of superintendent, employer address and telephone number.

7.Categories of Other Data: Name, social security number, date of birth and permanent address.

8.Category of Person: Data collected only on high school students or undergraduates who apply for an ELEET loan.

9.Use of Records: Records are used by the Student Financial Aid Division to determine award recipients, payback provisions and to monitor student progress.

10.Retention Schedule: In accordance with applicable state retention schedules.

(e)

1.Name: STUDENT TRANSCRIPTS FROM DEFUNCT INSTITUTIONS

2.Type: Automated (Microfiche)

3.Purpose: To maintain transcripts of students who attended Connecticut institutions of higher education which ceased to exist after September 1, 1969.

4.Source of Data: Institutions which cease to operate.

5.Legal Authority: Section 10a-6a -(17) of the General Statutes.

6.Categories of Personal Data: Education, including school name, level of study, grade and credits earned by course by semester.

7.Categories of Other Data: Student name, address, date of birth and social security number.

8.Category of Person: Any student who has attended a Connecticut institution which no longer operates.

9.Use of Records: Records can be released only to the student or to a person or organization which receives written authority from the student to receive the record.

10.Retention Schedule: In accordance with applicable state retention schedules.

(f)

1.Name: DEPARTMENT OF HIGHER EDUCATION TIME AND ATTENDANCE FILE

2.Type: Automated

3.Purpose: To assist the Department in carrying out its business functions of payroll, budgeting and evaluation.

4.Source of Data: Bi-weekly attendance sheets completed and signed by all employees.

5.Legal Authority: Section 10a-5 of the General Statutes.

6.Categories of Personal Data: Employment, including vacation, sick and personal days accrued and utilized.

7.Categories of Other Data: Name, social security number and employee number.

8.Category of Person: All classified and unclassified employees of the Department.

9.Use of Records: Records are used by the Business Office staff to plan payroll, calculate budgets and to provide staff with monthly summaries of attendance.

10.Retention Schedule: In accordance with applicable state retention schedules.

(g)

1.Name: DEPARTMENT OF HIGHER EDUCATION PERSONNEL FILE

2.Type: Manual at the Department Level, Automated within the Comptroller's Office.

3.Purpose: To assist the Department in carrying out its business functions of payroll, budgeting and evaluation.

4.Sources of Data: Contracts and other forms completed by the employees.

5.Legal Authority: Section 10a-5 of the General Statutes.

6.Categories of Personal Data: Financial, including salary, longevity payments, compensation plan, and payroll deductions; Employment, including starting date, title and previous state service.

7.Catetories of Other Data: Name, address, social security number, telephone number, date of birth, designation if a veteran, racial/ethnic designation and designation if handicapped.

8.Category of Person: All classified and unclassified employees of the Department.

9.Use of Records: Records are used by the Business Office staff to plan payroll and to calculate budget.

10.Retention Schedule: In accordance with applicable state retention schedules.

(h)

1.Name: DEPARTMENT OF HIGHER EDUCATION EMPLOYEE APPRAISAL FILE

2.Type: Manual

3.Purpose: To maintain records regarding employee performance.

4.Source of Data: Supervisor's employee appraisals.

5.Legal Authority: Section 10a-5 of the General Statutes.

6.Categories of Personal Data: Employment history.

7.Categories of Other Data: Name

8.Category of Person: All classified and unclassified employees of the Department.

9.Use of Records: Records are used as part of salary decisions.

10.Retention Schedule: In accordance with applicable state retention schedules.

Conn. Agencies Regs. § 10a-6-5

Effective July 21, 1986