Jenzabar EX Accounts Policies and Procedures

Date of original implementation: June 3, 2011

Date of Last Revision: June, 2011

Jenzabar EX Accounts

All employees of Cambridge College will be issued a Jenzabar EX account and password. Jenzabar access privileges will be appropriate for the responsibilities and duties of the employee. Access to Jenzabar Modules and permission levels are determined based on the employee’s responsibilities in collaboration with their department manager. Any data extracted from Jenzabar should not be shared outside of the employee’s department without permission from the department manager. Employees are responsible for keeping their account password confidential. Under no circumstances should your Jenzabar password be shared with any individual.

Creation of Jenzabar EX Accounts

Cambridge College established permission levels in Jenzabar via the Dean of Enrollment Management’s Office in cooperation with the Office of Human Resources. The Office of Human Resources will notify the Director of Student Information Systems and User Services of the new hire as far in advance as possible. The Office of Human Resources will submit to the department manager a Jenzabar Access Request form to be completed and signed. This form will need to be forwarded to the Office of Student Information Systems and User Services for the Jenzabar account to be created. Requests for change in permission levels for current employees must be initiated by the department manager with detailed justification. A file of all Jenzabar EX accounts and permission levels is stored in the Office of the Dean of Enrollment Management.

Cancellation of Jenzabar EX Accounts

The Office of Human Resources will notify the Office of Student Information Systems and User Services of all terminations, leaves of absence and resignations as far in advance as possible. The Office of Student Information Systems and User Services will need the existing employee‘s name, Jenzabar ID, title, department and exit date. The Jenzabar account will be disabled at 5:00 p.m. on the date of termination, a leave of absence, or resignation, unless requested to do otherwise by the Office of Human Resources. In some special situations, wherein the termination involves security risks for the College, the Office of Human Resources will use its discretion in sharing information of a confidential nature whenever it may be necessary for the Office of Student Information and User Services to secure access to Jenzabar in order to prevent any harm to the College’s student information system and student records.

InfoMaker Reports

All reports generated from the Jenzabar student information system contain confidential college data and are not for distribution without the written permission from the department manager. The College prohibits the copying of Jenzabar InfoMaker reports and executables to individual desktops or other locations in order to preserve data accuracy and security.

Social Security Number Access

The Jenzabar system will only use the last four digits of students Social Security Number where such use is specifically permitted or required. Depending on permissions, the employee will have partial or no access to the Social Security Number. If an employee’s responsibilities necessitate access to the full Social Security Number, the then employee’s department manager needs to submit a Social Security Access Request Form to the Dean of Enrollment Management requesting permission.

Individuals Responsible for Revision and Implementation: Provost, Dean of Enrollment Management, Director of Admissions, Registrar, Director of Student Information and User Services.