Effective Date: 11/07/2023 Last Revision: 11/01/2013
Select employees of Fairleigh Dickinson University may be required to engage with confidential University data. The FDU Confidentiality Agreement and Security Policy defines your obligations under Federal and State guidelines to preserve the security and confidentiality of this information.
Confidentiality Agreement and Security Policy
Fairleigh Dickinson University regards the security and confidentiality of data and information to be of utmost importance. Each individual granted access to electronic and/or hard copy data holds a position of trust and must preserve the security and confidentiality of the information to which he/she is granted access to. Therefore, it is the intent of this policy to ensure that University data, in any format, is not divulged outside of Fairleigh Dickinson University without explicit approval to do so by an Associate Vice-President of the University or higher who has responsibility for the data in question. As such, the University requires all users of data to follow the procedures outlined below:
Policy on Confidential Information
Users of University data are required to abide by all applicable Federal and State guidelines and University policies regarding confidentiality of data, including the Family Education Rights and Privacy Act (“FERPA”) and, as applicable, The Health Insurance Portability and Accountability Act of 1996 (“HIPAA”). For more information, see: FDU’s General Confidentiality Policy, FERPA and HIPAA.
Confidential Information shall be defined as:
regarding student, faculty or staff: any personally-identifiable records, financial records (including social security and credit card numbers), health records; contracts, research data; alumni and donor records; personnel records other than an individual’s own personnel record;
regarding the University: University financial data; computer and system passwords, University issued PINS, University proprietary information/data; and
any other information for which access, use, or disclosure is not authorized by: 1) federal, state, or local law; or 2) University policy.
The individual receiving the Confidential Information shall have no obligation under this Policy with respect to Confidential Information which:
is or becomes publicly available without breach of this Policy by the recipient;
is rightfully received by the recipient without obligations of confidentiality; or
is developed by the recipient without breach of this Policy; provided, however, such Confidential Information shall not be disclosed until thirty (30) days after written notice of intent to disclose is given to the University officer who has responsibility for the data in question, along with the asserted grounds for disclosure;
is disclosed in accordance with any “whistle blower” action as provided in the U.S. False Claims Act, the New Jersey Conscientious Employee Protection Act (“NJCEPA”), or similar legislation. (Brief overview of the NJCEPA is available here.
Any individual with authorized access to the Confidential Information is given access solely for the business of the University and must not divulge the Confidential Information outside of the University except for University business requirements approved by the President of the University or the division head responsible for the data in question. Specifically, with respect to Confidential Information, individuals must:
Access Confidential Information solely in order to perform his/her job responsibilities.
Not seek personal benefit or permit others to benefit personally from any Confidential Information that has come to them throughout their work assignments.
Not make or permit unauthorized use of any Confidential Information in the University’s information system or other records.
Not enter, change, delete or add data to any information system or files outside of the scope of their job responsibilities.
Not include or cause to be included in any record or report, a false, inaccurate or misleading entry known to the user as such.
Not alter or delete or cause to be altered or deleted from any records, report or information system, a true and correct entry.
Not release Confidential Information other than what is required in completion of job responsibilities which is consistent with this Policy.
Not exhibit or divulge the contents of any record, file or information system to any person unless it is necessary for the completion of their job responsibilities.
It is the individual’s responsibility to immediately report, as outlined under “Information Security Breach and Violation Reporting” at the end of this Policy, if the individual has violated this Policy. Additionally, given the potential harm that the University may suffer with the release of any Confidential Information, all employees are strongly encouraged to report any suspected violation of this policy or any other action, which violates confidentiality of data, as outlined at the end of this policy.
Security Measures and Procedures
All users of University information systems, including Datatel, MS File shares and FDU Office 365 email accounts, are supplied with an individual user account to access the data or systems necessary for the completion of their job responsibilities. Users of the University information systems are required to follow the procedures outlined below:
All transactions, processed by a user ID and password, or PIN, are the responsibility of the person to whom the user ID was assigned. The user’s ID, password, and PIN must remain confidential and must not be shared with anyone.
Using someone else’s user ID, password or PIN is a violation of policy, no matter how it was obtained.
Your user ID, password or PIN provides access to information that has been granted specifically to you. To reduce the risk of shared passwords – remember not to post your password or PIN on or near your workstation or share your password or PIN with anyone.
It is your responsibility to change your password immediately if you believe someone else has obtained it.
Access to any student or employee information (in any format) is to be determined based on specific job requirements. The appropriate Department Chair, School Director, Department Director/Manager, Dean, Provost, and/or Vice President is responsible for ensuring that access is granted only to authorized individuals, based on their job responsibilities. Written authorization must be received by the Computer Center prior to granting system access.
You are prohibited from viewing or accessing additional information (in any format) unless you have been authorized to do so. Any access obtained without written authorization is considered unauthorized access.
In order to prevent unauthorized use, the user shall log off of all applications that provide access to confidential information, or lock their computer when leaving their workstation. This is especially important during breaks and lunch. Unless there is a specific business need, all workstations should be shut down at the end of the workday.
If you have any reason to believe your password or PIN has been compromised or revealed inadvertently, you should change your password and immediately notify one of the individuals as outlined under “Information Security Breach and Violation Reporting” at the end of this policy.
NOTE: All University’s computer system will periodically prompt you to change your password.
Upon termination or transfer of an employee, Human Resources will notify University Systems and Security, who in turn will notify the appropriate areas in the Computer Center.
Generally, students, temporary employees and consultants should not have access to the University record system. Written approval by the Department Chair, School Director, Department Director/Manager, Dean, Provost, and/or Vice President in charge of the respective area is required if it is determined that access is required. The student, temporary employee or consultant is to be held to the same standards as all University employees, and must be made aware of their responsibilities to protect student and employee privacy rights and data integrity. Written authorization must be received by the Computer Center prior to granting system access.
You agree to properly secure and dispose of any outputs or files you create in a manner that fully protects the Confidential Information.
Additionally, I understand that if granted access to process transactions via Datatel data entry screens, any information I enter or change will be effective immediately. Accordingly, I understand that I am responsible for any changes made using my ID.
I understand that my access to University data is for the sole purpose of carrying out my job responsibilities and Confidential Information is not to be divulged outside of The University, except as previously stated. Breach of confidentiality, including aiding, abetting, or acting in conspiracy with any other person to violate any part of this policy, may result in sanctions, civil or criminal prosecution and penalties, employment and/or University disciplinary action, and could lead to dismissal, suspension or revocation of all access privileges. I understand that misuse of University data and any violation of this policy or the FERPA, HIPAA or GLB policies are grounds for disciplinary action, up to and including dismissal. This Agreement shall not abridge nor supersede any rights afforded faculty members under the Faculty Handbook.
Information Security Breach and/or Policy Violation Reporting
If you suspect an Information Security Data Breach or a violation of this policy, report such an event to your department chair or staff supervisor and send an immediate email to violation@fdu.edu. If you do not have immediate access to email, contact the Fairleigh Dickinson University Technical Assistance Center (UTAC); do not provide details but request a ticket be opened with University Systems & Security due to an information security data breach or policy violation requesting an immediate callback. When practical, also send an email to violation@fdu.edu.
Self-Service is an interactive web application that enables students, faculty, and staff to view their individual information contained in FDU’s student information system. Students can use Self-Service to do things like view their financial aid, pay their bills, and register for classes. Likewise, faculty will use Self-Service to verify enrollment and enter grades.
To navigate the Tutorial, scroll down to the Index. From there you can navigate to any portion of the Tutorial by clicking on any “Part”.
What is Degree Audit? Degree Audit is an online version of your check sheet, which allows you to track your academic requirements. On Degree Audit you can see what degree requirements you’ve completed, which are in progress, and which courses you have left to complete your degree.
On the left-hand side of the page, you will find your menus. Click on the menu called “Academics” and then click on “Student Planning.” Navigate to “My Progress/Degree Audit”
Click on “Expand All” to if you’d like to see all the requirements for your degree
Any action you have taken towards completing each requirement will be noted in the “Status” column
If you would like to see what it would look like if you switched to a different program, then click on “View a New Program” at the top of your Degree Audit
Use the search bar to find the program you are interested in. Select the program and click “View Program
If you no longer want to view this program, click the “X” to remove it
On the left-hand side of the page, you will find your menus. Click on the menu called “Academics” and navigate to the “Course Catalog”
Fill in as many fields as you’d like for your course search. It is suggested that you at least select a term and a subject. Click the blue “Search” button to get your results
You can narrow down your results further using the filters on the left-hand side
Click on the “Hide” button to hide the filter menu and allow the results to fill your screen
You can click on the arrows in the header row to change how the results are sorted
Note
Section notes and restrictions can be found in the “Section Information” column.
You can search for courses by using the Course Catalog or your Degree Audit page. In this article, we will use the Degree Audit page method
Go to the menus on the left and choose the “Academics” menu and expand the “Student Planning” menu. Click on “My Progress/Degree Audit”
Find the requirement you are looking to fulfill. Click on the “Search” button to find sections for every course that will meet this degree requirement
Note
If you know exactly which course you are interested in, then you can click directly on that course code to view its sections.
Narrow down your results using the filters on the left-hand side.
Tip
Make sure to choose the correct semester.
Within the results, click on the grey bar that says “View Available Sections” for the course you’d like to add to your schedule. Find a section that fits on your schedule and click “Add Section to Schedule”
Review the Section Details that pop up. If you still wish to add this section to your schedule, then click “Add Section”
To confirm the section appears on your schedule, navigate to the “Plan & Schedule” page
To confirm the section appears on your schedule, navigate to the “Plan & Schedule” page
Tip
Sections can be removed by clicking on the “x” in the top right corner of the section.
Repeat this process to add more courses to your schedule in preparation for priority registration
Important
Planning a section does not guarantee you have a spot in that section.
On the left-hand side of the page, you will find your menus. Click on the menu called “Academics” and then click on “Student Planning.” Navigate to “Plan & Schedule
The first time you come to this page for a given semester, you will be presented with the FDU Terms and Conditions Student Registration Contract. Scroll down to agree. You only need to do this once per term
Scroll all the way down to the “I Agree” Button
Your planned courses will appear on the Plan & Schedule page and will be color-coded in yellow. If you have not planned your courses, please review how to in Section 1 – Part 3 “How to Plan Your Schedule Using Self-Service”
If you have any holds, then they will appear in the top right corner of the page. You will need to resolve your holds before you can register for classes
You will need to be mindful of your priority registration date. You will find a banner above your planned schedule informing you of the date and time you can register for classes
Once all holds have been resolved and your priority registration date/time has arrived, you can register for all your courses by clicking on “Register For All Planned Courses.” If you would like to register for each course one at a time, then click on “Register” within each course tile
Successful registrations will turn green and say “Registered”
If you are ineligible for any of your planned sections, then the course will remain yellow and planned. You will get an alert in the top right corner explaining why you were unable to register for that section
Click “x” on the section to remove it from your schedule
If you need to drop a course during Priority Registration or Add/Drop, then click on “Drop” within the course tile
On the left-hand side of the page, you will find your menus. Click on the menu called “Academics” and click on the “Unofficial Transcript” button
Select the transcript you wish to download by clicking on its text
Important
These documents are unofficial and do not replace official signed and sealed transcripts. To order official transcripts you must go to www.getmytranscript.org.
After clicking on the transcript text, a pdf document will download. Open this document to view your unofficial transcript.
On the left-hand side of the page, you will find your menus. Click on menu called “Academics” and then click on “Graduation Overview”
Click “Apply” next to the program from which you wish to graduate
Select your “Graduation Term” and type in your “Preferred Name on Diploma.” Select the address you would like your diploma sent to. Once these fields are filled in, you must confirm everything is correct and click “Submit”
Important
Upon submitting the graduation application, students will be charged the appropriate fee in accordance with the degree they are seeking. Please do not apply more than once.
What is a course plan? A course plan is an example of the sequence of course work you need to complete for your selected program. This will load courses onto your plan for current and future semesters. This will allow you to map out the courses you need to take for your entire degree.
Note
Not every program has a course plan available.
On the left-hand side of the page, you will find your menus. Click on the menu called “Academics.” Within the “Student Planning” menu, click on “My Progress/Degree Audit”
On the top right side of the page, click on “Load Sample Course Plan”
Select your first term from the drop-down menu and select your program using the first radio button
Click on “Preview Plan” on the bottom of the window
Review the sample course plan and click “Load”
Use the Timeline tab to view the courses that were loaded onto your plan. Make any adjustments, if needed
On the left-hand side of the page, you will find your menus. Click on the menu called “Academics.” Within the “Student Planning” menu, click on “Plan & Schedule”
Go to the “Advising” tab. Here you will see the names of your advisors
You can leave a message for your advisor by typing in the “Compose a Note” box and clicking “Save Note“
Click “Request Review” to have your advisor notified that your schedule is ready to be reviewed and approved
If a class you have planned is full and has a waitlist enabled, then follow these steps to join the waitlist. Please note that there is no guarantee that you will get a spot in the course section.
Note
Students have the option to place themselves on the waitlist to see if a seat becomes available in the course section. For a course that offers waitlisting as an option, plus-ins are no longer a standard practice; neither an advisor nor a professor can approve a plus-in for a class. All registration rules and restrictions apply to waitlisting, so you may not be able to place yourself on a waitlist if you are not eligible. If you encounter difficulties adding yourself to a waitlist due to restrictions, you should reach out to your Academic Advisor for assistance.
Go to the “Academics” menu, click on “Student Planning,” and navigate to “Plan & Schedule“
Find the section that is full. If the waitlist is active, you will see a “Waitlist” button
Once you’ve joined the waitlist, the number of waitlisted students will increase by one and you will have the option to drop off the waitlist
When a spot opens in the section, you will get a notification sent to your FDU email address
Note
You will only have until 11:59 PM EST on the day specified in the email to register for the section. If you do not register on time, the spot will be offered to the next person on the waitlist.
There will now be a “Register” button on the section within the Plan & Schedule page. Click on it to register for the waitlisted course
On the left-hand side of the page, you will find your menus. Click on the toolbox icon, called “Daily Work”, and navigate to the “Faculty” submenu. Within this submenu, click on “Faculty Overview”
Click on the row of the course you wish to verify the enrollment
Within the “Roster” tab, you will see the list of students currently enrolled in the course. Use the radio buttons to select whether the student has “Attended” or “Never Attended”
Once you have completed verifying enrollment, you must click on “Submit Attendance“
Click on “Submit” in the pop-up window to complete the process
Important
Once you’ve submitted attendance, you cannot make any changes in Self-Service. If you need to make a change, you must contact Enrollment Services: Metro Campus – esteafdu@fdu.edu AND/OR Florham Campus esmadfdu@fdu.edu.
On the After you’ve submitted the enrollment verification, you will see a green notification at the top of the page letting you know you were successful
On the left-hand side of the page, you will find your menus. Click on the toolbox icon, called “Daily Work”, and navigate to the “Advising” submenu. Within this submenu, click on “Advising Overview“
Find the student you wish to advise using the prepopulated table of assigned advisees or by searching for their name or ID number in the search bar.
Note
You can search for any student, whether you are their advisor or not, by using the search bar.
Click on the “View Details” button for the record of interest
Click on the “Notifications” bar to expand it and view any holds on the student’s account
Underneath the “Notifications” bar, you will find all the tabs you can use to gain a well-rounded view of the student’s academic progress
Click on “Course Plan” to view the courses the student has registered for or is planning to register for
Click on “Progress/Degree Audit” to view the student’s Degree Audit. Within this tab, you can click on “View a New Program” to see what it would look like if this student switched programs
Click on “Test Scores” to see any official test scores that have been submitted to FDU and recorded in Colleague
Click on “Grades” to view the student’s midterm and final grades broken down by semester
Click on “Remove Hold” to remove the web registration hold from the student’s account. You will need to select the hold you wish to remove and click on “Remove Selected”
On the left-hand side of the page, you will find your menus. Click on the toolbox icon, called “Daily Work”, and navigate to the “Financial Management” sub-menu. Within this sub-menu, click on “Budget”
On the “Budget to Actuals” page, there will be options to filter your reports. By clicking on any of the arrows, you can expand or collapse the filter options. Once expanded, a field will appear where you can type the criteria you would like to search for. Additionally, you can change the Fiscal Year using the drop-down menu at the top of the page
Using “Identifier” as an example, you can type in your value(s) in the following ways. Hit “Enter” after each value to include in the search
Type in the individual identifier, ex: 067110
Type in the range of identifiers, ex: 067110-067115
Type in the identifiers separated by commas, ex: 067110, 067111, 067115
Click “Apply Filter” when done entering values. Your results will appear to the right of your filter menu
If you need to change your filters:
Open up the filter options by clicking on the blue “Filter” button
You can add more values by typing them into the field, hitting “Enter”, and applying the filter again
You can remove individual values by clicking on the “X” next to the value
You can start over completely by clicking “Reset Filter”
If you are satisfied with your filter options and would like to detail in on a specific budget, then click anywhere on the budget you would like to view
Click anywhere within a row to view more details. The “Financial Health” column will display a yellow alert symbol if the budget is over 85% spent
Continue to click on rows or documents to view more details. Download any page with an “Export” icon if you need to view it in Excel. You can click Back in your browser to go back a page
On the left-hand side of the page, you will find your menus. Click on the toolbox icon, called “Daily Work”, and navigate to the “Financial Management” sub-menu. Within this sub-menu, click on “Budget”
On the “Budget to Actuals” page, there will be options to filter your reports. By clicking on any of the arrows, you can expand or collapse the filter options. Once expanded, a field will appear where you can type the criteria you would like to search for. Additionally, you can change the Fiscal Year using the drop-down menu at the top of the page
Using “Identifier” as an example, you can type in your value(s) in the following ways. Hit “Enter” after each value to include in the search
Type in the individual identifier, ex: 067110
Type in the range of identifiers, ex: 067110-067115
Type in the identifiers separated by commas, ex: 067110, 067111, 067115
Click “Apply Filter” when done entering values. Your results will appear to the right of your filter menu
If you need to change your filters:
Open up the filter options by clicking on the blue “Filter” button
You can add more values by typing them into the field, hitting “Enter”, and applying the filter again
You can remove individual values by clicking on the “X” next to the value
You can start over completely by clicking “Reset Filter”
If you are satisfied with your filter options and would like to detail in on a specific budget, then click anywhere on the budget you would like to view
Click anywhere within a row to view more details. The “Financial Health” column will display a yellow alert symbol if the budget is over 85% spent
Continue to click on rows or documents to view more details. Download any page with an “Export” icon if you need to view it in Excel. You can click Back in your browser to go back a page
Note
Anytime you see the FY drop-down menu at the top of the page, you can change the FY you are viewing. Likewise, whenever you see the Export drop-down menu, you can download the information in your current view into a CSV file and open in Excel.
Go to the “Daily Work” menu, click on “Faculty,” and then click on “Faculty Overview“
Select the course for which you need to enter midterm grades
Within the “Grading” tab, select the “Midterm Progress Report” tab
Use the drop-down menu to select the grade for each student
Note
The “Grade Required” column will indicate which students MUST be given a midterm grade.
Note
There is no Submit button for Midterm grading. Grades are automatically saved when selected from the drop-down. Midterm grades may be changed at anytime, if needed.
Go to the “Daily Work” menu, click on “Faculty,” and then click on “Faculty Overview“
Select the course for which you need to enter final grades
Within the “Grading” tab, select the “Final Grade” tab
Use the drop-down menu to select the grade for each student
Note
A grade must be entered for every student in order to submit grades.
Once all grades have been entered, you must click the “Submit Grades” button to save and submit your work
Note
You have a short window where you can change grades and resubmit in Self-Service. However, once grades have been verified in Colleague, you will no longer be able to make a change in Self-Service. You will then need to go through the Change of Grade process.
Go to the Daily Work menu and click on “Departmental Oversight“. Within this menu, click on “Departmental Overview“
To search for a section by course code, click on the “Section“radio button. Type in the section information using the following valid formats only:
Subject Code Only – Ex: PSYC
Catalog Number – Ex: PSYC_1201
Specific Section – Ex: PSYCH_1201_31
To search for all the sections being taught by a specific faculty member, click on the “Faculty” radio button. Type in the faculty member’s name using the following valid formats only:
First Name Last Name – Ex: Bob Smith
Last Name, First Name – Ex: Smith, Bob
Once you’ve found the section or faculty member you searched for, click on “View Details“
To view the Enrollment Verification or Midterm/Final grades associated with a specific section, click on the section name
Enrollment Verification can be found in the Roster tab and Midterm/Final grades can be found in the Grading tab
Note
You will not be able to submit grades on behalf of a faculty member. You can only view the grades that have been submitted.
On the left-hand side of the page, you will find your menus. Click on the menu called “User Options” and then click on “FDU Alert”
Fill in the alert information presented on the page. If information already exists in these fields, make sure the information is up to date. Click “Submit” when finished
What is a Proxy? A Proxy isa person to whom you grant permission to sign into your Self-Service account to access selected student records.
On the left-hand side of the page, you will find your menus. Click on the menu called “User Options” and then click on “View/Add Proxy Access”
Use the drop-down to add a proxy. If you see the person’s name, select them from the list and confirm their information. If you do not see their name, click on “Add Another User”
You must fill in the personal information for the proxy
You can pick and choose what access you want to give to this proxy
You must agree to the Disclosure Agreement and click “Submit”
You will be prompted to enter your Single-Sign On password again and click “Submit”
If you added a new user, you might get the following pop-up message. If you do, click “Continue“
Now your proxy will be listed on the “View/Add Proxy Access” page
Note
Proxies will receive an email any time access is granted or revoked.
If you want to change a proxy’s access at any time, simply click on the pencil next to their row
Add or remove access by selecting the appropriate check boxes. You can also remove all access entirely by selecting the “Remove All Access” radio button. Click “Save” to submit your changes
Important
If you are giving a proxy access to “Make a Payment” you must also make them an authorized user in TouchNet.
To give access to Make a Payment via an authorized user, click on “Payments/Payment Plans/1098-T” within the “Student Finance” menu
Click on “Continue to the Payment Center” to navigate to TouchNet
Click on “Authorized Users” to add your proxy as an authorized user to pay your bill. Follow the instructions to add the authorized user
On the left-hand side of the page, you will find your menus. Click on the menu called “User Options” and then click on “FDU FERPA Release”
Click on “Add a Contact” to add a new contact, a person to whom you want to grant access to your information
Important
By completing the information on this page, you are authorizing administrators, staff, and faculty members of Fairleigh Dickinson University to release information pertaining to academic records, financial aid, student bill/account and disciplinary records to the contacts you have noted. This waiver remains in effect throughout your tenure as a student at the University. If you wish to cancel the permissions this waiver authorizes, you may do so by updating the details on this page. Please be advised that this waiver DOES NOT apply to services provided by Health and Counseling services. All records pertaining to medical care and psychological services remain confidential.
Adding a contact: Fill in the contact’s name, relationship, and the start date (the date that this will become effective). The expiration date is optional and can be changed at any point. Click “Save”
You will now see this contact listed on the FDU FERPA Release page
If you want to end the permissions of a contact, click on the row containing their name
Fill in an expiration date to end their permissions on that date. Click “Save”
Repeat the steps above to add or change your contacts
To access Forms, you will be directed to our SAMI Support Portal where you will be asked to log in using your NETID and authenticate using Duo. Once you click “Next,” you will be forwarded to samisupport.fdu.edu in a new window or tab.
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