Collection of Student Address Information Policy
|History:||Issued -- April 19, 2005|
|Responsible Official:||VP for Enrollment Services and University Registrar tel. (202) 319-5311|
It is the University's policy to collect accurate current local and home addresses and emergency contact information for all students. This policy is also for purposes of providing demographic information to campus planners.
A. Local Address Information: For purposes of this policy "local address" means the address at which the student, including students who commute, resides during the week while attending classes at the University. A post office box cannot be used for a local address. The local address must fall within the Washington-Baltimore Consolidated Metropolitan Statistical Area, as defined by the U.S. Census Bureau.
B. Home Address Information: For purposes of this policy "home address" is defined as the address that reflects the permanent domicile of the student.
C. Emergency Contact Information: For purposes of this policy "emergency contact information" is defined as the name(s), address(es), and phone number(s) of those persons who should be contacted in case of an emergency involving the student.
The University requires all students to report and update as necessary, current local and home addresses and emergency contact information. The University adopts this policy for the purposes of collecting and maintaining more accurate contact information for students for emergency preparedness and demographic planning.
Failure to report, and update as necessary, accurate local and home addresses and emergency contact information will constitute a violation of this Policy and may result in the encumbrance of further registration or the ability to access Cardinal Station.
In order to implement the collection of current address information, the following procedures are hereby adopted.
A. Solicitation of Address Information
Commencing August 2005, all students will be informed of the need to update their address and emergency contact information. This will occur through a prompt on Cardinal Station that requests the student to add the information anytime the student attempts to access Cardinal Station, whether it be to print a class schedule, add or drop a class, or register for a class. If the student does not populate the field with the requested data, or validate the existing data, then the student will not be able to proceed further in Cardinal Station. If the requested information is not provided, the hold on access to Cardinal Station will continue in place, and will prevent registration during the first week of November for the spring semester. The same prompt will appear for any new or returning students registering in January.
B. Audit of Accuracy of Information
No later than one month before registration begins for the fall and spring semesters, the Office of the Registrar will audit the accuracy of the address data for all students living off campus. This query will reject as a valid current address any P.O. boxes or addresses beyond the Washington-Baltimore Consolidated Metropolitan Statistical Area.
C. Student and Parent Outreach
The Office of Dean of Students may conduct outreach to parents of all undergraduate students advising them of this policy, and soliciting their assistance in encouraging students to comply with the policy. Other avenues of outreach include dissemination of information about the policy in student orientation sessions, in the Class Schedule, both paper and online, on the Office of the Registrar's web page, as well as the University Policy web page and through other means.