Management of Student Academic Performance Data

Policy Statement

It is the official policy of Lyceum-Northwestern University to ensure the timely, secure, and accurate transmittal of academic performance reports to the parents or legal guardians of its students provided that approprate consent have been secured from the data subject. This policy is founded on the university's commitment to fostering a collaborative partnership with families in the educational journey of their children, ensuring parental involvement, and maintaining transparency regarding student academic progress. The transmittal of these records shall be executed with a high degree of care, accuracy, and consistency, and shall be in accordance with all relevant institutional regulations and the provisions of the Data Privacy Act of 2012.

Scope

This policy applies to all academic and administrative units of Lyceum-Northwestern University responsible for the generation, processing, and dissemination of student academic records. It covers the securing of consent and transmittal of official academic reports for all enrolled students, particularly minors, to their designated parents or legal guardians.

3.0 Procedure

The following steps shall be followed to ensure the proper and consistent transmittal of student academic reports:

3.1 Responsibility

Registrar's Office: Responsible for the final consolidation, verification, and official release of all student academic reports.
Academic Department Heads: Responsible for ensuring that faculty members submit grades and academic comments accurately and on schedule.
IT Department: Responsible for the secure operation and maintenance of the online portal and data systems used for transmittal.

3.2 Student Records

Academic reports will be generated by the faculty as required.
Additional progress reports for students who are experiencing academic difficulties will be sent as needed by the Dean's office or Academic Department Head provided approprate consent is obtained from the student.

3.3 Approved Methods of Transmittal

Primary Method (Digital):
- Academic reports will be made available through the official LNU Student Portal. Access to this portal is granted through unique, secure credentials provided upon enrollment.
- Notifications of report availability will be sent to the official email addresses of the registred parents/guardians on file with student consent.
Secondary Method (Physical):
- Upon a formal, written request from a parent or guardian, a physical copy of the academic report will be prepared by the Registrar's Office provided the student/data subject has provided approprate consent.
- Physical reports may be released directly to the requesting parent/guardian upon presentation of a valid photo ID for verification or sent via a secure courier service to the registered home address on file.

3.4 Approved Consent:

Use of Google Form for consent (Click link below for consent form) https://docs.google.com/forms/d/e/1FAIpQLSeYXOeUOLJfqPs1lSwvva2QRPW72Iskt3jipMMYKacKNRSQ5Q/viewform?usp=header
Paper Consent Form issued by LNU and Signed by Data Subject
Notarized SPA
Written Consent by Data Subject with (GID) data subject signiture must match with GID signiture
Recorded call by data subject sent through official email, approved messenger apps or as approprate.

3.5 Verification of Parental Authority

The university shall maintain a secure database of registered parents or legal guardians for each student based on the secured and signed consent from issued by the data subject.
In cases of parental separation or dispute, the university will only release academic information to the individual(s) officially designated as having legal custody and authority to receive such records, as documented in the student's enrollment file or as directed and authorized by the data subject. Additional measures may include if the data subject is already of legal age (18):
1. 1. 1. 1. Government ID Validation (GID)
        Online Verification of Consent
        Notarized special power (SPA)
        Phone call to the data subject

3.6 Record-Keeping

The Registrar's Office shall maintain a secure, digital log of all academic report transmissions, including the date and method of transmittal, for audit and record-keeping purposes.
Physical copies of all transmittal requests and courier receipts shall be retained in a secure location for a period of at least two (2) academic years.

Policy approved: March 17, 2025

Approved by: University President.

DCR No. 07-2025

Transmittal of Data

For data requests/amendment procedure refer to the data privacy manual page 20. For further assistance email dpo@lyceum.edu.ph with the details of the request.

For student data kindly accomplish the form using the this link -

Data Consent Form

Grade-Processing Privacy Notice

1. Nature, Purpose, and Legal Basis of Processing

L-NU collects and processes your academic records, including grades, to fulfill its contractual and legal obligations as an educational institution. The processing of your grades is necessary for the following purposes:

For Academic Evaluation: To assess your performance, determine your eligibility for retention, and evaluate your readiness to progress to the next academic level.
For Enrollment and Registration: To confirm your academic standing and eligibility for continued enrollment in your program.
For Graduation and Degree Conferral: To verify that you have fulfilled all academic requirements for your degree.
For Regulatory Compliance: To submit required reports to government agencies such as the Commission on Higher Education (CHED) and other relevant professional and accrediting bodies.
For Academic Recognition: To identify students eligible for academic honors, scholarships, and awards.

Your academic grades are classified as sensitive personal information under the law. The processing of this information is legally permissible based on the "fulfillment of a contract"—your enrollment in the university—and to fulfill the legitimate functions within the "educational framework" of L-NU, as recognized by the National Privacy Commission.

2. Disclosure of Grades

Your grades are kept confidential and are primarily accessible to authorized L-NU personnel, including your instructors, academic advisers, the Registrar's Office, and relevant Deans.

Your grades may also be disclosed to the following entities under specific circumstances:

Government Agencies: Disclosed to agencies like CHED, MARINA, TESDA, the Professional Regulation Commission (PRC) or as required by law.
Parents or Legal Guardians:
- For students who are minors (below 18 years old), the university may inform their parents or legal guardians of their grades as part of its parental communication policy, as parents are legally authorized to act on behalf of the minor.
- For students who are 18 years old and older, the university will NOT disclose your grades or academic status to your parents without your explicit, specific, and informed written consent. Disclosing this information without your permission would be a violation of your privacy rights.
Partner Institutions: Shared with partner universities or institutions for specific academic programs or for credit transfer purposes, with your prior consent.
Employers/Future Institutions: Shared with prospective employers or other educational institutions upon your specific written request and authorization.

3. Your Data Privacy Rights

As a student, you have the following rights concerning the processing of your grades:

Right to be Informed: To be notified about why and how your grades are processed.
Right to Access: To request a copy of your grades and academic records.
Right to Rectification: To dispute inaccuracies or errors in your academic records and have them corrected.
Right to Object: To object to the processing of your data in cases where it is not required by law or for a legitimate purpose within the educational framework.
Right to File a Complaint: To seek redress for any violation of your data privacy rights with the university's Data Protection Officer or the National Privacy Commission.

4. Data Retention and Security

Your academic records will be retained indefinitely to serve as a permanent record of your educational history at L-NU, as required by legal and institutional policies. The university employs robust technical and organizational security measures to protect your grades and other sensitive personal information from unauthorized access, accidental loss, or disclosure.

5. Contact Information

If you have any questions or concerns about this privacy notice or wish to exercise any of your data privacy rights, please contact the Data Protection Officer (DPO) of Lyceum-Northwestern University.

Data Protection Officer: Zachary G Javelona

Lyceum-Northwestern University

Tapuac District, Dagupan City,

Pangasinan

Phone: (075) 517-5750

Email: dpo@lyceum.edu.ph

Page updated

Report abuse