College of Education and Human Services Data		Owner: Ken Perkins
Data Type	Description	Classification
		Public	Internal	Restricted
CEHS Web Files	Web pages, documents, PDF files, photos	X
CEHS Office Data	Documents, correspondence, departmental forms, grant information, meeting agendas and minutes, invitation/contact data, department presentations, reports, faculty pictures		X
Program Assessment Data	Documents, course syllabi, program matrices, assessment plans, files created for online assessment surveys	X
NCATE Assessment Database File	Database & spreadsheets containing evaluations for clinical experiences from students, university supervisors, and cooperating teachers, assessment forms, student clinical experience placements, various assessment reports and downloads, cooperating teacher data		X
NCATE General Files	Meeting notes, documents, forms, tables, spreadsheets, faculty vitae, reports, instructions		X
AIR Data Files	Database with student data: student headcount, majors, degrees conferred			X
VITAL Student Records	Records for all students in the teacher preparation program			X
VCLA & VRA Data Files	Student scores for the VCLA & VRA state exams
Unit Wide Assessment Data	Graduation reports, data forms, spreadsheets, other program area reports/documents		X
Education Program Teacher Candidate Information	Blank applications & Information for Education Program Teacher Candidates	X
Handbooks, Manuals	Clinical and field experience handbooks for university supervisors, cooperating teachers and teacher candidates, etc.	X
Teacher Candidate Records	Include ACT, Praxis & SAT scores, assessment requirements noted, experiences (field & clinical), recommendations, applications (include L#, GPA, contact information)		X
College Verification Forms	Document to certify teacher candidates' degree			X
Summer Leadership Institute Applications	Call Me Mister aplications to Summer Leadership Institute, including insurance information		X

 

International Affairs Data		Owner: Robert Frank
Data Type	Description	Classification
		Public	Internal	Restricted
International Affairs Office Publications	Flyers, newsletters, etc. created to promote study abroad	X
Consortiums, Exchange Agreements with Other Institutions/Affiliates	Consortiums and exchange agreements with affiliates/institutions containting financial information and other obligations/contracts		X
Student Health Reports	Student health reports, including medical conditions, medications taken and health insurance information of propective study abroad students, and students currently abroad		X
US Passport Copies	Copies of US Passports of students studying abroad			X
Student Study Abroad Applications	Completed applications (includes student address, L#, Date of Birth)		X
Immigration and Visa Information	Passport and visa information for visiting students			X

 

Graduate and Extended Studies Data		Owner: Jeannine Perry
Data Type	Description	Classification
		Public	Internal	Restricted
Graduate Marketing Materials	Printed brochures, viewbooks, flyers, posters, application form, recommendation form	X
Graduate Web Site	Web site for Graduate & Extended Studies	X
Graduate Catalog	Annual official catalog	X
Graduate Student Academic Support	Orientation materials, advisor materials, transfer requests, substitution requests, comprehensive exams, graduate faculty petitions		X
Graduate Faculty Support	Semester reporting of admits, degree recipients, major lists, trends		X
Off-Campus Course Creation	Course creation forms, course spreadsheets from faculty		X
Graduate Admission Application	Application form, recommendations, personal essay, official transcripts, copies of other supporting documents, admission offer letter, deposit receipt		X	X (when connected to PI)
Graduate Assistantships	Assistantship applications from faculty & students, supporting documentation		X	X (when connected to PI)
Graduate & Extended Studies Office Data	Travel details, calendar		X

 

College of Business and Economics Data		Owner: Paul Barrett
Data Type	Description	Classification
		Public	Internal	Restricted
College of Business and Economics Faculty & Staff Materials	Minutes, meeting agendas, and by-laws		X
College of Business and Economics Web Site	Information on the College of Business & Economics including academics, student opportunites, programs, board members, and faculty/staff	X
Applications for Admission to Business and Economics Degree Programs	Student form indicating when the admission requirements will be met and major/concentration		X
Alumni & Corporate Advisory Board Materials	Minutes, meeting agendas, and by-laws		X
Internship Materials	Internship agreements, student resume and application letter, contact information for intern and internship supervisor, and evaluation forms		X
Assessment Data	Senior major/concentration exams, videos of student presentations, papers written by students, and assessment rating sheets		X
Scholarship Applications	Student applications for College of Business & Economics scholarships including resume, application form, and essays/letters		X

 

Library Data		Owner: Suzy Palmer
Data Type	Description	Classification
		Public	Internal	Restricted
Library Web Site Content	Web pages, style sheets, images	X
Library Online Public Access Catalog	Bibliographic records of library collection	X
Library Staff Shared Files	Interlibrary loan templates and settings for web interface, minutes, photos, plans, policies, procedures, reports, statistics, vendor licenses		X
Library Proxy Server Logs	http request logs, proxy message logs		X
Library ILL Patron Accounts	Interlibrary loan patron account information		X
Library Patron Reading History	Record of materials checked out to the patron (falls under Privacy Act)		X
Library Delinquent Accounts	Records of overdue materials and associated fines.		X
Library Patron Information	Non-Longwood patron names, addresses, driver's license no., social security number, date of birth, phone no.			X

 

College of Arts & Sciences Data		Owner: Charles Ross
Data Type	Description	Classification
		Public	Internal	Restricted
College of Arts & Sciences Data	Departmental forms, correspondence, reports, invitation/contact data		X

 

Academic Affairs Data		Owner: Ken Perkins
Data Type	Description	Classification
		Public	Internal	Restricted
Faculty Rank Information			X
Student Assessment of Instruction Data	Includes teacher evaluations filed by students and corresponding course number, course name, etc.		X

 

Registrar Data		Owner: Vikki Levine
Data Type	Description	Classification
		Public	Internal	Restricted
Student Directory Information	Student name, local address, Longwood email address, local telephone number, Major field of study, classification, participation in officially-recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and dates of field experience	X	X (when Student Directory Information Restriction form on file)
Student Emergency Contact Information	Contact name, relationship, address, telephone number		X
Student Educational Records	Educational records covered by FERPA		X
Banner Maintenance Information	Documents related to Banner access, training, use and change control		X
Student Biographical Information	Student name, gender, DOB, Age, SSN, citizenship, marital status, religion, ethnicity		X	X (when connected to PI)
Transcripts			X	X (when connected to PI)
Title II Completers Files	Spreadsheets with student data including Praxis scores and certification areas			X
Praxis Scores	Praxis scores from individual students for Praxis I and II tests		X	X (when connected to PI)

 

Center for Communication, Literacy and Learning		Owner: Lissa Power-deFur
Data Type	Description	Classification
		Public	Internal	Restricted
Manuals	Procedural manuals	X
Marketing Materials	Brochures, flyers	X
Blank Forms	Forms used for client charts	X
Student Work Documentation	Approved lesson plans, reports, correspondance		X
Center Related Correspondence			X
Student Files	Student information		X
Practicum Evaluations	Ratings of students clinical competencies		X
Practicum Applications	Application to participate in an external placement		X
Self Evaluations	Student self evaluations at the end of the semester		X
Clinical Clock Hours	Time they have accrued evaluating and treating clients		X
Clinical Clock Hours Summary	Summary sheet of each student's clock hours		X
Student Insurance Records	Student liability insurance information and car insurance information		X
HIPAA Test	HIPAA test and results		X
Universal Precautions	Bloodbourne pathogens test and results		X
Assurance Statement	Statement of compliance with policies		X
Budget Reports	Financial reporting to the state		X
Background Checks	Criminal background checks on graduate students			X
TB Test Results				X
Client Files	Clinical information including testing and results			X
Client Financial Files	Financial information including tax returns and W2s			X
Completed Releases	Forms to request medical or educational records			X
Completed Authorizations	Authorizations to be able to serve client. Insurance authorizations			X
Log of Request for Records	Requests for medical and/or educational records			X
Summary Sheet of Deposits	Client Names and Bank Account Numbers; LU financial account numbers			X

 

Center for the Visual Arts		Owner: Ken Perkins
Data Type	Description	Classification
		Public	Internal	Restricted
LCVA Office Data	memos; letters; administrative paperwork; forms; policies; Advisory Board data: members and minutes; facility docs: floor plans, photos, exhibition planning docs (except below), maintenance records and logs; graphics; distribution lists: donors, interested parties, professional associates; archives: photographs of events/collections;		X
Art Data	appraisal files: object/collection valuations; object record files: information about objects (artwork) in the LCVA collection, including object valuations; artist data; conservators' data; loan data			X
Contract Records	contracts typically include SSN			X
Educational Data	course materials: outlines, lectures, notes, etc; programming materials; event records		X
Revenue data	fundraising materials, donor files, invoices		X	X
Exhibition Data	Security, insurance, and artist/donor/lender PII planning documents			X
Publication Data	Annual reports, overview, history and events, mission statement and ethics statement, promotional materials.	X
Volunteer Records	names, addresses, hours served by LCVA volunteers. Some of these are court-ordered community service vols.		X	X

 

Academic and Career Advising Center Data		Owner: Mary Meade Saunders
Data Type	Description	Classification
		Public	Internal	Restricted
Council for the Advancement of Standards in Higher Education (CAS)	Evaluation of office based on the CAS Career Services Standards and Guidelines	X
Graduate Surveys	Information on students' plans after graduation, salary and test scores		X
Job Fair Files	List of attendees, logistics, costs, contact information		X
On Campus Recruiting Files	Names of employers coming to campus to interview students, make presentations, and set up information tables. Contains contact information, names of students selected for interviews, students who applied for interviews		X
Annual Reports	Activities and accomplishments of the Center		X
Job & Internship Database	Names of companies and organizations with job and internship postings, job fair information		X
ACAC Policies & Procedures Manual	Guide to essential functions of the office		X
Resource Room Material Acquisition Information	Cost and year purchased for Resource Room items		X
Employment Eligibility Verification Forms (Form I-9) and Supporting Records/Reports	Completed I-9 records of student employees kept in accordance to U.S. immigration laws			X
Student Credential Files	Evaluations, letters of recommendation, test scores and resumes of students		X	X (when connected to PI)
Student Employee Files	Job performance evaluation and resignation/termination form		X	X (when connected to PI)
Student Employee Work Authorization/History	SSN, PMIS number, federal work study allocation, employment period, department budget code, wage rate, earnings, pay reports			X

 

Admissions Data		Owner: Sallie McMullin
Data Type	Description	Classification
		Public	Internal	Restricted
Aggregate Prospect Data		X
Aggregate Applicant Data		X
Prospect Data	Student identifiable information such as test scores, reply cards, CDN cards, emails, phone notes, search tapes, lists		X	X (when connected to PI)
Applicant Data	Student identifiable information such as test scores, transcripts, letters of recommendation, lists		X	X (when connected to PI)

 

Office of Assessment and Institutional Research Data		Owner: Ling Whitworth
Data Type	Description	Classification
		Public	Internal	Restricted
OAIR Office Data	Agendas, reports, meeting materials, etc. for OAIR meetings with other university administrators and directors; internal memos		X
Longwood Fact Book	Collection of five-year aggregated and operational data that included student, faculty, finance, financial aid, program offering, student services. It is to be published on website annually.	X
Survey:VSA-College Portrait	Set of aggregated data regarding Longwood's admission, enrollment, student financial aid, measuring learning outcomes and campus environment is prepared by Longwood and published by VSA-College Portrait.	X
Student-Athletes Graduation-Rate Report	Report is prepared by Longwood and published by NCAA.	X
NSSE Report	This is a collection of reports resulted from NSSE survey. Longwood conducts this survey every third year on a group of selected freshmen and senior students.	X
IPEDS Data Feedback Report	This report is about Longwood and prepared by USDE.	X
Longwood IPS Certificate Report		X
Survey:Athletics	Aggregated data regarding athletics and general student population		X
Survey:Disabilities	Aggregated data regarding students with disabilities		X
Survey:USNews	This is a collection of surveys on Longwood. It includes Main Statistical Survey, Finance Survey, Financial Aid Survey.		X
Survey:Petersons	Aggregated data regarding Annual Survey of Undergraduate Financial Aid		X
Reporting Memos	Memos regarding reporting/standards/views		X
Survey:NCATE	Aggregated data regarding students in Teacher Education program		X
IPEDS Worksheets	Aggregated data for IPEDS worksheets (Integrated Postsecondary Education Data System)		X
IPS Worksheets	Aggregated data for IPS worksheets		X
SCHEV:CE	Detail student records: Course enrollment (Contains SSN, grades, domicile location.)			X
SCHEV:DC	Detail student records: Degrees conferred (Contains SSN, major, domicile location.)			X
SCHEV:FA	Detail student records: Financial aid (Contains SSN and financial aid detailed records.)			X
SCHEV:FC	Detail student records: Fall cohort (Contains SSN, major and domicile location.)			X
SCHEV:GRS	Detail student records: Graduation rate survey (Contains SSN, graduation year.)			X
SCHEV:HC	Detail student records: Fall headcount (Contains SSN, major and domicile location.)			X
SCHEV:ADA	Aggregated admissions data by domicile		X
Misc Report Requests	General student information requested by internal college community		X
National Student Clearinghouse	Request data for student research (Contains name, date of graduation, "L" number.)		X
SCHEV:2B	Aggregated projection data		X
SCHEV:K1	Longwood financial information		X
SCHEV:T1T2	Longwood institutional information (tuition and fee survey)		X
SCHEV:UT	Longwood Room Utilization Report (Contains all rooms used for academics)		X
CDS 2007	Aggregated data regarding most areas of Longwood operation		X
CDS Changes 2008	Information for changes on CDS for 2008		X
Education Files	Majors and courses that qualify for teaching degrees		X
Longwood CDS 2008	Aggregated data regarding most areas of Longwood operation	X
Banner Maintenance Information	Documents related to Banner access, training, use and change control		X