William & Mary Student Directory: Your Guide to Data Privacy & Access
Quick Summary
- W&M directory details defined
- FERPA protects student privacy
- Faculty access via Banner 9
- Students can restrict info
- Contact Registrar for help
The William & Mary (W&M) student directory isn't a public listing you can easily search for all students. Instead, W&M carefully manages what is considered 'directory information' to protect student privacy. This guide will walk you through what kind of student details are defined as directory information, how the university handles it, and how you, as a student, can control its release. Faculty and advisors also have specific ways to access essential student data through secure portals to support their academic roles.
- 📋 Understanding William & Mary's Directory Information Standards
- 📍 Navigating Student Profile Access for Faculty & Advisors
- ⭐ Key Details Within Student Profiles at W&M
- ⚠️ Resolving Access Concerns for Your Student Information
- 🔒 Protecting Your Data: William & Mary's Privacy Practices
- 🎧 Official Help Desk Contacts
- ❓ Common Questions About W&M Student Data
Understanding William & Mary's Directory Information Standards
- Understanding of William & Mary's definition of 'Directory Information.' This typically includes student name, current classification, hometown, previous schools attended and degrees, dates of attendance, enrollment status, earned degrees and dates, major(s), minor, scholarships, awards, honors, special recognition, and photographs. For athletic teams, height, weight, and birth date are also included.
- Awareness that information like race, gender, religion, country of citizenship, Social Security Number, grades, GPA, and student ID numbers are explicitly *never* released as directory information.
- For students, the ability to submit a 'Request for Confidentiality' form to prohibit the release of their directory information.
- For faculty and advisors, valid William & Mary credentials (username and password) to access the Banner Self-Service digital portal for student profile management.
Navigating Student Profile Access for Faculty & Advisors
- Faculty and advisors begin by logging into the Banner Self-Service system using their secure university credentials.
- Once logged in, select the Faculty Services tab to access academic management tools.
- To view student information for your classes, open Banner 9 Class List, Midterm or Final Grades, or Registration Overrides.
- Within the Class List or Midterm/Final Grades section, choose a specific CRN (Course Reference Number) to view your roster.
- For advisees, select the Advisor Menu and then Advising Profile. You will then select the term and can search by student Banner 93#, email address (must include @wm.edu), or name (last name, preferred first name format).
- Select a student's hyperlinked name or the 'View Profile' button on their contact card to open their individual student profile and access detailed information.
Key Details Within Student Profiles at W&M
- The Student Profile provides faculty and advisors with essential academic and personal information for students in their classes or advisees. This includes program details, assigned advisor, current course schedule, and an unofficial transcript.
- For advisees, the profile also displays critical information such as registration time tickets and any holds on their account, aiding in academic planning and support.
- Authorized users can access unofficial transcripts and view current weekly schedules directly within the student profile, streamlining academic oversight.
- The system allows searching for students by various criteria including Banner ID, email address, or name, facilitating efficient access to specific student records.
- Students have the right to request confidentiality, which prevents the university from releasing their directory information without consent, upholding their privacy rights.
Resolving Access Concerns for Your Student Information
⚠️ Cannot access Student Profile (Faculty/Advisor)
Cause: Incorrect login credentials, insufficient permissions, or system maintenance.
Solution: First, ensure you are using your correct William & Mary username and password. If login issues persist, or if you believe you should have access but cannot view student profiles, contact IT Support at (757) 221-HELP. They can verify your account status and permissions for the Banner Self-Service system. We know being locked out is stressful, so reaching out to IT is your fastest fix.
⚠️ Student directory information appearing publicly after requesting confidentiality
Cause: The 'Request for Confidentiality' form may not have been processed or was not submitted correctly.
Solution: If you have submitted a Request for Confidentiality form and believe your directory information is still being released, contact the Office of the University Registrar immediately at (757) 221-2800 or via email at [email protected]. They can check the status of your request and ensure your privacy settings are correctly applied. Prompt action helps safeguard your data.
Protecting Your Data: William & Mary's Privacy Practices
- 🔒 Always protect your William & Mary login credentials; do not share your username or password with anyone. Treat your online account management like a bank account.
- 🔒 Regularly review your privacy settings. Students can submit a 'Request for Confidentiality' form to prevent the release of their directory information, exercising their rights under FERPA (Family Educational Rights and Privacy Act).
- 🔒 Faculty and advisors should access student information only when necessary for legitimate educational interests and in accordance with university policies and FERPA guidelines.
- 🔒 Be aware of phishing attempts. William & Mary will never ask for your password via email. Always verify the authenticity of emails requesting personal information.
- 🔒 Report any suspicious activity related to your online account or student data to W&M IT Support immediately.
🎧 Official Support & Help Center
Office of the University Registrar: (757) 221-2800 or email [email protected]. For IT/system access issues: (757) 221-HELP.
Common Questions About W&M Student Data
Q: What information does William & Mary consider 'directory information'?
William & Mary defines directory information as details generally not considered an invasion of privacy if disclosed. This includes your name, classification, hometown, previous schools, dates of attendance, enrollment status, degrees awarded, major, minor, honors, awards, and photographs. For athletes, height, weight, and birth date are also included. Details like race, gender, religion, and Social Security Number are never part of directory information.
Q: How can a student prevent William & Mary from releasing their directory information?
Students can prevent the release of their directory information by completing and submitting a 'Request for Confidentiality' form. This form formally notifies the university to restrict the disclosure of these specific details. The form can typically be found on the University Registrar's website or by contacting their office directly.
Q: Who can access William & Mary student profiles?
Access to student profiles is restricted to authorized university personnel, primarily faculty and advisors, who have a legitimate educational interest in the information. They access this data through the secure Banner Self-Service portal to fulfill their teaching and advising responsibilities.
Q: Does William & Mary share student grades or GPA?
No, William & Mary explicitly states that grades and GPA are *never* considered directory information and will not be released without appropriate consent or legal requirement. This sensitive academic data is protected under FERPA.
Q: What is FERPA and how does it relate to student information at W&M?
FERPA (Family Educational Rights and Privacy Act) is a federal law that protects the privacy of student education records. At William & Mary, FERPA governs how the university handles, maintains, and releases student information, giving students rights over their educational records, including the right to inspect them and to control the disclosure of personally identifiable information.
Wrap Up
William & Mary maintains a commitment to student privacy while facilitating necessary access to information for academic support. Understanding the university's policies on directory information and utilizing the available tools for confidentiality and secure access ensures that your data is handled responsibly and efficiently. Always consult the official W&M Registrar's office or IT support for the most accurate and up-to-date information regarding your student profile and privacy settings.