Introduction

Jouf University places great importance on its students and strives to provide care and attention, deliver outstanding educational services, and monitor students’ progress and integration throughout their university life to achieve their academic plans efficiently and effectively. Through providing distinguished educational, professional, research, and community outcomes locally and regionally, according to the highest standards of quality and excellence, to meet labor market requirements and achieve effective partnerships to serve the community and contribute to sustainable national development, Jouf University aims through this policy to adopt effective and secure procedures for managing student records at the University.

Today, all students at Jouf University can easily access their records through the University’s electronic portal to view their academic progress during their studies. This electronic portal has contributed to providing many electronic services to the University’s male and female students.

Policy

Jouf University seeks to continuously facilitate access for its students and save time and effort by launching the electronic portal, through which students can obtain all services they need from admission to post-graduation. The University is committed to keeping pace with and enhancing digital performance in managing student records, improving the quality of services provided and working on their sustainability, and enhancing the student experience regarding access to their records and ensuring their confidentiality and security. The University also seeks to evaluate this experience through implementing metrics, indicators, and tools supporting data governance and management, as well as the use and availability of data and issuing periodic reports to measure performance and follow up on continuous improvement. The University works to enhance students’ role and turn them into active partners in developing and improving their records management services.

The University strives to create a convenient and secure learning environment for students, applying clear and specific policies for managing student records that define their content, protection mechanisms, confidentiality, and access, while providing backups. A student record contains the following:

• Personal Data: Includes (name, gender, nationality, mobile number, email, date and place of birth, address, references, high school data, and Qiyas test results).
• Academic Record: A detailed statement including all courses studied by the student and the grades obtained, including both semester and cumulative GPAs.
• Class Schedule: The courses registered in the current semester or academic year, including the type of course section, attendance times, classroom, faculty member, and final exam period.
• Rewards Record: A detailed statement of the rewards disbursed to the student, including the amount, month, year, and reason in case of non-entitlement.
• Disciplinary Record: A detailed statement of behavioral violations received by the student during their study at the University.
• Absence Record: A statement of the student’s absences from registered course lectures according to their schedule, including the day, date, and course missed.
• Student Certificates: A service allowing students to print their certificates and reports through the electronic portal in Arabic and English, including (Transfer Form to Another University, Last Reward Statement, Regular Student Certificate, Academic Status Statement, Clearance Form).
• Graduation Document: An official accredited document granted to the graduating student who has completed the graduation requirements for the enrolled program.

Policy Implementation Procedures

Several procedures are jointly implemented by the Deanship of Admission and Registration and the Deanship of E-Learning and Digital Transformation.

First: Procedures at the Deanship of Admission and Registration

• Provide all services on the electronic portal so students can benefit from them during their studies and after graduation.
• Ensure the confidentiality of student data and restrict access to it solely to the student or an officially authorized person.
• Grant permissions to concerned colleges and departments to view academic data serving the educational process.
• Allow students’ personal data to be amended after reviewing by the Deanship of Admission and Registration and verifying official documents.
• Coordinate with the Deanship of E-Learning and Digital Transformation regarding the application of password, privacy, and confidentiality policies, as well as backups, etc.

Second: Procedures at the Deanship of E-Learning and Digital Transformation

1. Staff Training

   • Provide regular training programs for staff on the latest security threats and how to handle them.
   • Promote cybersecurity awareness and its importance among all staff members.

2. Access Management

   • Grant staff only the permissions necessary to perform their tasks (Principle of Least Privilege).
   • Use multi-factor authentication to verify user identities.
   • Keep detailed logs of all data access operations.

3. Data Encryption

   • Encrypt all sensitive data, whether stored or in transit.
   • Use strong encryption protocols such as TLS and SSL.

4. Backup System

   • Perform regular data backups and store them in a secure location.
   • Regularly test the data recovery process from backups.

5. Firewall System

   • Use multi-layer firewalls to protect networks.
   • Regularly update firewall rules to keep up with new threats.

6. Antivirus Programs

   • Install robust security software on all devices.
   • Update security software regularly.

7. Periodic Review

   • Conduct periodic evaluations of the security system’s performance.
   • Make necessary adjustments to improve the system.

Metadata Template

Approved by the Competent Authority,

Vice-Rector for Educational Affairs

Dr. Alaa bin Saleh Al-Arjan