Data Governance and Intelligence Team Operating Procedures GENERAL GUIDELINES This Operating Procedure is intended to establish a clear process for accessing and using the “Student Cohort” feature within Precision Campus while ensuring compliance with FERPA regulations regarding student privacy. Precision Campus is a new reporting tool for the West Valley-Mission Community College District that is managed by the Office of Research, Planning, and Institutional Effectiveness (ORPIE) at Mission College and the Office of Institutional Research (OIR) at West Valley College. The WVM Precision Campus tool facilitates access to numerous data reports, such as: Student Outcomes, Retention & Student Success, Course Success Rates, Year-Over-Year Enrollment Tracking, and more. An additional feature of the reporting tool is the Cohort Function which allows users to follow groups of students through their academic career and as they achieve milestones. Use of the Cohort Function may include sensitive or personal identifiable information (PII) student records. Therefore, access to the cohort function will be limited to Research Analysts, Directors/Managers, Program Leads, Department Chairs, Deans, Vice Presidents/Provosts, and College Presidents. Additionally, cohort function users will need to complete FERPA training before access to the function is granted. PROCEDURE FOR COHORT FUNCTION ACCESS Complete FERPA: Confidentiality of Records course Login to the WVMCCD KeenanSafe Colleges Training site using your employee number Complete course, typically 17 minutes in duration, with an 80% or better exam pass rate Download the Certificate of Completion Submit a Request Form Login to the WVM Service Request System Complete and submit an Institutional Research (IR) Request form Review of IR Request Form by the respective Dean of Institutional Effectiveness and Research Responses to request form questions will be reviewed Why do you need access to cohort function? Have you completed FERPA training? Please provide a copy of the certificate. Does your supervisor approve of you having this access? The certification of completion will be downloaded and stored for record keeping Notification of approval for use of cohort function in Precision Campus Requestor will be notified of the approval decision within two weeks of request form submission CONTACT FOR SUPPORT AND QUESTIONS Mission College Alfred Gallegos, Dean of Institutional Effectiveness and Research alfred.gallegos@missioncollege.edu (408) 855-5255 West Valley College Shusaku Horibe, Dean of Institutional Effectiveness and Research shusaku.horibe@westvalley.edu (408) 741-4006