SUNY Downstate
Policy on Identity Verification
Purpose
This policy describes the Student Identity Verification in Distance and Correspondence
Education in compliance with US Department of Education, Office of Postsecondary Education
Regulation 34 CFR 602.17(g).
Policy
Overview
Like many of our peer institutions, there are a number of courses at Downstate which
utilize a mixed-methods approach to student learning. Most of these courses, however,
still use traditional, in-class or in-lab evaluations and testing (including computer-based
testing done on campus and under supervision of proctors and members of the faculty).
The campus is in the process of updating its existing policies relating to courses
that incorporate mixed or non-traditional methods of delivering course content. As
a matter of policy, on an annual or semester basis (depending on how each individual
school or college submits their course information), the Office of the Registrar obtains
information from each course instructor as to whether their course is a distance learning
course or has components that use distance learning.
At the present time, SUNY Downstate Health Sciences University (DMC) does not have
any programs that are, in their entirety, offered only by distance learning. The School
of Public Health, the College of Nursing, and the College of Health Related Professions
have each developed some online courses. The current model of instruction tends to
be part of a course utilizing online materials, discussion boards, drop-boxes for
assignment submission and other electronic formats available through our Course Management
System (PRIME, utilizing the Angel Course Management software) but other parts of
the course are taught in a traditional manner (e.g. classroom/lab), which serves to
verify the confirmation of the identity of the student in the course. As of December,
2015, we have 16 courses that can be offered to students online in conjunction with
other courses located on campus. We have convened a Distance Learning policy and implementation
committee to monitor these efforts and set policy campus wide.
Methods used to ensure Student Identity Verification
Along with submitting applications that include identifying data, students matriculating
into the Colleges of Medicine, Health Related Professions, Nursing, and the Schools
of Public Health and Graduate Studies must complete a background check to further
verify their identity. Downstate has a few non-matriculating students, primarily in
the School of Public Health who are required to submit information such as Drivers
License or Passport along with their application.
Access is then provided to the students upon acceptance using their SID (Student Identification
Number) and secure password provided to them. This provides access to all relevant
systems at Downstate for courses that the individual student that is enrolled in through
our LMS (Learning Management System) and Banner system. A diagram of steps used to
provision accounts is attached, along with an accompanying detailed description.
We are currently reviewing technology such as biometric Signature recognition and
remote exam proctoring software as we plan for our expected increase in Distance Learning.
Methods used to ensure Student Privacy
Student records are kept within our Student Information system (Banner), which utilizes
secure sockets layer communication (SSL) and is accessible only on campus or from
off campus via VPN (Virtual Private Network). Staff are provisioned with accounts
that provide access to information they need, and there is a monthly Team Leader meeting
in which issues such as provisioning other access to information is vetted. We are
in the first phase of planning to install an add-on to our system called Banner Data
Security, which will allow more robust security features as well as better auditing
capabilities.
Students have access to their own records through Banner Self Service and can view
some grading information in our LMS. Both systems share the same secure password and
while students can share their own information with whomever they choose, they are
advised not to provide this access to others as it reveals very personal information.
Students can change passwords online through the email system or via a request to
the helpdesk which is detailed in the attached account creation flowchart.
Notification regarding extra costs related to Identity Verification (such as proctoring)
College of Medicine students pay for the Background check via a service provided by
the AMCAS and the results are included in the application submission to DMC. Other
students are informed of the process to acquire background checks as part of their
application package. We do not currently ask students to incur any other costs related
to this area.
Written procedures indicating offices responsible for the consistent application of
Identity Verification
The offices of Student Affairs, Admissions, Academic and Library Computing, Information
Security and the Helpdesk are responsible for the consistent application of Identity
Verification. In addition to the workflow outlined on the attached diagram, representatives
from the offices meet on a regular basis to review and look for improvement the processes
as both policy and technology changes.
Statement Review and Approval
This statement and its contents have been reviewed and approved by the following individuals:
- Daisy Cruz-Richman, PhD, RN – Dean and Professor, College of Nursing
- Pascal J. Imperato, MD, MPH&TM, MACP – Dean and Distinguished Service Professor, School
of Public Health
- Margaret Kaplan, PhD, OTR/L – Interim Dean and Associate Professor, College of Health
Related Professions
- David Loewy – Information Security Officer
- Dilip Nath – Associate Chief Information Officer
- Carlos N. Pato, MD – Dean, College of Medicine
- Jeffrey Putman, EdD – Vice President for Student Affairs & Dean of Students
- Mark Stewart, MD, PhD – Dean, School of Graduate Studies, Vice Dean for Research
Input and review was also provided by Admissions, the Registrar’s Office, Academic
Computing and the Helpdesk.
The full policy is located here (pdf): Student Identity Policy
Last Updated: December, 2015
