James Madison University collects and manages a variety of student record information, including student profile information, admissions data, and student academic records. Student record information generally provides an overview of a student’s college career and allows faculty and staff to track students' progress toward degrees, provide outreach and support, and conduct analyses and reporting. The systems that manage these data include Peoplesoft, the Common App, and Salesforce.
- Admissions Data
information collected at admission including admit level, admissions type (i.e., first-time first year, transfer, etc.), cohort year, prior institution information, test scores, and transcripts. - Student Profile Information
identifying information such as ID, name, student picture, residency, class level, and athletic affiliation. - Student Academic Records
information such as student-level enrollment, student-level course enrollment, program declarations, academic standing, and degrees awarded.
- Tracking Progress to Degree
monitoring academic milestones to ensure that students are on the right path to completing their educational programs. This involves tracking course enrollment, credit accumulation, and degree auditing. - Student Outreach & Support
using information from academic, demographic, and behavioral records to provide resources that enhance student success and well-being. - Analytics & Reporting
analyzing data to generate insights that enhance decision-making, improve student outcomes, and support institutional effectiveness.
- Directly (provided by students)
- Admissions Materials (including the Common App)
- MyMadison
- Course Enrollment
- From others (provided by faculty, staff, and JMU offices)
- Registrar’s Office
- Academic Departments
- Card Services
- The Graduate School
James Madison University shares student record data internally to faculty and staff who have need-to-know access to relevant information. Access to student record data is managed by IT and the relevant JMU data owner. Data is protected and shared in accordance with FERPA guidelines. JMU does not sell student information to external parties. We do report data to required state and federal higher ed regulatory agencies.
Here are some examples of the parties that Student Record Data are shared with (in some cases, mandated by state and federal law):
- JMU student support services
- Examples: Office of Residence Life, Dining Services, UREC
- Government entities for reporting
- Examples: U.S. Federal Government (NCES), State Council for Higher Education in Virginia (SCHEV), U.S. Dept. of Veteran Affairs (VA)
- Regulatory organizations
- Examples: Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), National Collegiate Athletic Association
Personal information may also be shared when required by law, or as permitted by law to protect the safety, property, or rights of the university, its community members and guests.