Distance Education Policy

Purpose and General Information

Both Federal Requirements and the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) (sacscoc.org; 1866 Southern Lane, Decatur, GA 30033; questions@sacscoc.org) require that:

The institution that offers distance or correspondence education demonstrates that the student who registers in a distance or correspondence education course or program is the same student who participates in and completes the course or program and receives the credit by verifying the identity of a student who participates in class or coursework by using, at the option of the institution, methods such as (a) a secure login and passcode, (b) proctored examinations, or (c) new or other technologies and practices that are effective in verifying student identification

Piedmont University outlines the following procedures to effectively verify student identity in online courses and protect identity:

Piedmont University issues each student a seven-digit student identification number at the time of initial registration.

This student ID becomes the unique identifier for the student throughout his/her academic career at the university.

The student ID is required to access all university resources.

Additionally, a secure email address is assigned to each student upon enrollment. This email address is unique in that it consists of the student’s first letter of the first name, last name, plus a four-digit numeric component which is the student’s birth month and day (e.g., jsmith0123@lions.piedmont.edu).

The student creates an eight-digit, alphanumeric password that uniquely identifies and provides access to university resources. Once established, these credentials act as a student’s credentials for all of Piedmont’s online resources (student email, Canvas, PilgrimNet, etc.). Students accept responsibility for the security of their passwords.

Procedures for Assuring Distance Learning Student Identity:

Secure Email and Password: Each distance learning student gains access into the Canvas system by using their pre-established credentials mentioned above. Once registered, students are automatically assigned to the appropriate Canvas course sections for the current term.

New techniques or technologies intended for distance learning student verification must be reviewed and approved by the Chief Information Officer prior to the implementation of the process.

Privacy

Piedmont University protects the privacy of all students, including distance learning students, through strict adherence to the rules of the Family Educational Rights and Privacy Act of 1974 (FERPA). The official FERPA statement is available for student and public view through the University website. University employees receive annual training in FERPA regulations.

Fees

There are no additional charges associated with verifying student identity.

Complaint Policy for Out-of-State Students

Student Complaints:

Students who have a concern or complaint may pursue such grievance by submitting it in writing according to the procedure listed below.

Academic:

(Note: If the issue is related to a Grade Appeal, please see the Grade Appeals policy.)

1. Any student filing a complaint must first attempt to resolve it by consulting with the involved faculty or staff member.
2. Concerns related to a faculty or staff member that cannot be resolved between the two parties should be presented to the department chair.
3. If the concern cannot be resolved by the department chair or is related to the department chair, the complaint should be filed with the dean of the college.
4. Academic resolutions made by a dean are considered final unless the complaint is related to the dean of the college. In such case, the complaint should be filed with the Vice President for Academic Affairs.
5. If the concern cannot be resolved by or relates to the Vice President for Academic Affairs, appropriate written documentation should be presented to the President of the University.

Non-Academic:

1. Any student with a complaint must first attempt to resolve it by consulting with the involved staff member or office.
2. Concerns related to a staff member or office that cannot be resolved between the two parties should be discussed with the respective director or dean of the unit.
3. Resolutions made by a director or dean are considered final unless the complaint is related to the director or dean.  In such case, the complaint should be filed with the Vice President for responsibility over the unit.
4. Should the concern not be resolved by or is related to the Vice President, appropriate documentation should be presented in writing to the President of the University.

The Georgia Non-Public Postsecondary Education Commission is designated as the state agency responsible for receiving complaints made by students enrolled in private postsecondary institutions. The Commission requires that students utilize and complete institutional complaint procedures in an attempt to resolve any complaint or concern before submitting a complaint to the Commission. If the institution’s resolution is not satisfactory, a student may appeal to the Commission, but it will not investigate a complaint unless the student has exhausted all available grievance procedures outlined by the institution. (Contact information: Georgia Non-Public Postsecondary Education Commission, 2082 East Exchange Place Suite 220, Tucker, Georgia 30084-5305. Office: (770) 414-3300.)

A non-resident of Georgia enrolled in an online-only program at Piedmont University who wishes to file a complaint should follow the Student Complaint procedure outlined in the appropriate academic catalog. If, after exhausting internal grievance procedures, Piedmont University has not responded to the complainant’s satisfaction, or a satisfactory remedy has not been found, the complainant may follow the SARA Student Complaint Process located at https://nc-sara.org/sara-student-complaints-0/. Per the SARA policy, if resolution is not found after following the institution’s complaint policy, the student may contact the institution’s home state SARA (GA-SARA) for further investigation into the issue. The GA-SARA Student Complaint form may be found at https://gnpec.georgia.gov/student-resources/student-complaints/ga-sara-online-student-complaint-form.