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Expectations for OnCourse Users

Staff, faculty, and student workers have a responsibility to maintain accurate and appropriate data, to keep updated on new policies, and to use the system to support student success. 

Training Requirements 

All users must maintain current Family Educational Rights and Privacy Act (FERPA) and Institutional Data Policy (IDP) training. FERPA is updated as per University Registrar needs and requirements, while IDP is updated and must be completed annually. Check BuckeyeLearn every spring for new versions of these trainings. Users who do not keep up to date on training may have access to OnCourse removed, per institutional and federal policy around student data. 
 

Appropriate Data Maintenance and Usage  

In compliance with university legal, compliance, and integrity policy, the OnCourse team and delegates may check click data, staff notes, and reports usage for compliance with institutional, state, and federal guidelines. We may review and redact notes, require renewal of training, and in some cases remove access if policy is not being followed.

 

Expectations for System Use  

In light of OnCourse’s role in supporting a community of practice centered around student success, units that choose to use OnCourse are depended on to contribute to that community:  

  • Staff and faculty who meet with students to support their academic goals are expected to add appointment summaries and notes on academic goals, recommendations, and future planning as appropriate, student privacy permitting 
  • Notes and appointment summaries should be useful to students and staff to review advisement given to students. For more examples of beneficial notes, see Documenting Academic Support Interactions in BuckeyeLearn  
  • GLBA and HIPAA-protected data should not be added and will be redacted during routine audits of the system- staff can notify OnCourse of data that should be removed by submitting a tech ticket here: advising.osu.edu/oncourse-help  

  • Student-facing units that do not add notes and appointment summaries may have their access to the system suspended, per governance policy 

     

Help and Support 

Want to learn more about OnCourse and documenting student interactions?  

  • Keep an eye on emails from our listserv for additional training opportunities