Archive for the ‘policies’ Category

How the LRC tracks volunteer tutoring usage

LRC Volunteer tutors (different from the tracking of CAE tutors; but modeled after their tracking, to be promoted to a CAE tutor), when they arrive AND when they leave the LRC:

  1. at the LRC reception desk (ask the LRC assistant to show the 49erExpress window),
  2. log into their NINERMAIL, go to their calendar,
  3. open their tutor appointment ("series", NOT "occurrence" – however, if this is a non-repeating appointment, create one),
  4. receive a check-in/out code from the LRC assistant spreadsheet (ask the LRC assistants for that),
  5. 5. when checking out, also briefly describe work done:
    1. tutoring done (which student(s),
    2. what topic(s) and work (make sure to comply with the tutor ethics code)
    3. how much time spent on each topic.
  6. "Send update" to meeting request
  7. log out.

FERPA in the Language Resource Center

Here I am collecting (i.e. simply curating; my thanks go to and  guidance and a few opinions on cases that are common in the Language Resource Center:


    This guidance document is designed to provide eligible students with some general information regarding FERPA and their rights, and to address some of the basic questions most frequently asked by eligible students. You can review the FERPA regulations, frequently asked questions, significant opinions of the Office, and other information regarding FERPA at our Website as follows:


    The term "education records" is defined as those records that contain information directly related to a student and which are maintained by an educational agency or institution or by a party acting for the agency or institution.

    FERPA generally prohibits the improper disclosure of personally identifiable information derived from education records.


    Another exception permits a school to non-consensually disclose personally identifiable information from a student’s education records when such information has been appropriately designated as directory information. "Directory information" is defined as information contained in the education records of a student that would not generally be considered harmful or an invasion of privacy if disclosed. Directory information could include information such as the student’s name, address, e-mail address, telephone listing, photograph, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, the most recent previous educational agency or institution attended, grade level or year (such as freshman or junior), and enrollment status (undergraduate or graduate; full-time or part-time).

    A school may disclose directory information without consent if it has given public notice of the types of information it has designated as directory information, the eligible student’s right to restrict the disclosure of such information, and the period of time within which an eligible student has to notify the school that he or she does not want any or all of those types of information designated as directory information. Also, FERPA does not require a school to notify eligible students individually of the types of information it has designated as directory information. Rather, the school may provide this notice by any means likely to inform eligible students of the types of information it has designated as directory information.


    Pasted from <>

  2. Q Is a student’s assignment (written or perhaps a video production), once handed in to a professor, an education record protected by FERPA? A In a September 1, 1993, opinion letter to the American Library Association, LeRoy Rooker, the Director of the Family Policy Compliance Office, stated the following: "Generally any written examination or paper that is prepared by a student and that reveals or discloses a student’s identity would be considered an ‘education record’ under [the regulatory] definition (so long as it is maintained by the institution). That is, in ordinary circumstances FERPA prevents an institution from disclosing or publishing a student’s written examination or paper without prior written consent, except in accordance with the specific exceptions set forth in 34 C.F.R. § 99.31." 34 CFR 99.31 lists a number of exceptions, including disclosure to other school officials with a legitimate educational interest; disclosure in connection with financial aid for certain purposes; stated and local educational authorities; and to accrediting organizations among others."
    1. Q. My institution has migrated to Google for email and now is interested in making Google Docs available to the community. The idea is that faculty and students will be able to collaborate on documents using Google Docs which would make the learning environment richer. I am concerned that this "sharing" may inadvertently lead to the inappropriate disclosure of FERPA protected information especially the information of those students who have opted out of disclosing "directory information". I would love to learn what other institutions have done to deal with this issue. A. The first thing to figure out is whether your contract with Google (which typically covers both e-mail and apps together) is FERPA-compliant to begin with. Google doesn’t "volunteer" that, so chances are it isn’t, which raises issues as to whether you can disclose information even to Google. To the extent that the "docs" are accessible only to students enrolled in a particular class, I believe that your faculty have some leeway to discuss students and their work — much as they do in a physical class.  (For example, FPCO has stated that students have no right under FERPA to remain anonymous in class, and, as one Justice noted in the Owasso case, much to the dismay of law students everywhere, FERPA does not prohibit use of the Socratic method.) However, if the "docs" are accessible more broadly, your faculty could not post anything that would constitute an education record without the student’s consent, and it’s worth thinking through, from a policy perspective, whether faculty should be allowed to require students to post things directly to an open site. Another issue to think through is copyright. While most of the commercial CMS systems are now capable of facilitating TEACH compliance easily, through integration with your SIS, my understanding of Google Apps is that it currently would require each individual faculty member to take all of the necessary steps manually. Answer courtesy of Steven J. McDonald, General Counsel, Rhode Island School of Design.
    2. Q. An on-campus speaker was videotaped, and the sponsoring department wants to put the video up on its website (i.e., non-commercial use). The videographer was in plain sight. The speaker’s consent was obtained, but not those of students who asked questions (mostly off-camera). Anyone have a problem with posting the video? A. If any of the students are "personally identifiable" (under FERPA’s broad definition), I think you’d need FERPA consent. In a similar context, FPCO has stated that the transcript of a hearing that was held open at the student’s request is still an "education record" and therefore can’t be released without the student’s consent. You can include photographs in your list of directory information, but I doubt FPCO would agree to audio, at least generically. Answer courtesy of Steven J. McDonald, General Counsel, Rhode Island School of Design.

How the LRC can help you proctoring your computer-based make-up exams

  1. We are testing
    1. whether we can offer proctored make-up exams for students that missed scheduled (publisher website- or Moodle-based)  computerized exams that were held in the LRC. We have not been given additional resources for this service, so we have to set it up as smoothly as possible – as you and your students will desire also.
    2. Alternatively, you could administer your exam in your office, like you used to, but now using your office computer (where presumably you tested the exam in the first place – the LRC can temporarily borrow you a headset
    3. or we could group schedule all remaining students  for a make-up in the main LRC classroom maybe during class meeting (likely more secure and quicker, but taking away from contact hours). Both the presence of the teacher and the lrc director may be required.
  2. The teacher  gives
    1. to  the studentthe exam’s
        1.  step-by-step instructions (depends on your exam website, look at my example here regarding mylanguagelab  tests (version 2012-10):,
        2. or, if the exam is self-explanatory to the student (nothing ever seems to be, so if you want to go this route, please be prepared to troubleshoot with your students, the LRC can only help with making step-by-step guides beforehand), the link, i.e. login (e.g. mygermanlab: and exact location  of exam (either path for  manual browsing  or (preferably, if at all possible) a direct link);
        3. duration
        4. deadline
    2. to the LRC coordinator the exam password.  The LRC coordinator publishes the password in LRC Moodle forum “sticky notes” (to which only LRC staff has access).
  3. The student
    1. From her NINERMAILcalendar
      1. prepares a new/meeting request,
        1. “subject: [your course number] make-up exam”,
        2. to “resource:” lrcroomcoed433c AND, our small group rooms,
        3. uses the tab:”scheduling assistant” to find a free (= white, not-blocked) time-slot with the exam duration and before the exam deadline,
        4. and deletes that group room that s/he does not need before actual sending the meeting request (For the quietest experience, s/he should also stir clear of tutoring hours, subject:”up to ####” in the other group room ).
        5. The student can get help withmaking this meeting request at the LRC reception desk, including booking the room on the fly, but no group room may be immediately available for walk-in clients).
      2. cancels the meeting request if s/he changes her mind, to make the room available to other (we record the check-in time to report offenders who prevent other students from taking their make-up exams). Only in our 2 group rooms next to the reception desk the student can be (loosely) monitored by LRC assistants serving as proctors from behind the reception desk. We can test before term start if your website can use additional security features like Sanako controlled web browsing or Respondus Lockdown browser.
    2. comes to the LRC  shortly before her scheduled time slot,
      1. logs in on the computer in her group room first (to speed things up);
      2. opens her meeting request on the reception desk computer to receive a check-in code from the LRC assistant into the meeting request and “sends update”;
      3. places any personal possession behind the reception desk;
      4. opens the exam instructions (e.g. on the group room computer;
      5. Following instructions therein, goes to the exam website on the group room computer, opens the exam, so that the LRC assistant can type in the password from the LRC Moodle forum “sticky notes” without letting the examinee know the password.
      6. TBA: Will we require  students to get a checkout code? The LRC assistants are not in a position to enforce exam deadlines; your testing software likely should be.

London Metropolitan University Shortcuts

Archived Interpreting Links:
Williamssound bidules
Usage policies
Translation Links:
Swift FAQ
e-Infrastructure Links: network shares
J: or \\\lgu$\londonmet departments
K: or \\stushare_server\StuShare
O: or \\\lgu$\multimedia student\mmedia\
X: or \\venus\homes
To message me, in MG, click “Start”, “Run”, paste: “C:\Program Files\Messenger\msmsgs.exe”, click “OK” or see bottom of this page or read .more.

Interpreting Suite use: Policies


1.    Always 1st log on PC

2.    Ensure VCR Channel is on A1

3.    No food or drink (except water, on floor)

4.    To speak, turn on DIS6132 microphone  (only 1 microphone per booth can be used at a time)

5.    To record, wear 1-ear pad black headphones around neck

6.    When listening to recorded video, adjust the BT928 volume


7.    Turn down the DIS6132 volume

8.    Log off the PC (do not power off)

9.    Clean up your desk (handouts, water…)