UMBC Enrollment Management is dedicated to delivering high-quality and innovative services that support students from recruitment through graduation, fostering both academic and personal success. The mission is deeply rooted in utilizing data effectively and responsibly to provide students with the resources, guidance, and support they need throughout their academic journey. To achieve this, Enrollment Management collects and manages a variety of data elements, ensuring compliance with privacy regulations and institutional policies.
Undergraduate Admissions collects demographic information, intended areas of study, academic records from previous institutions, and test scores (if submitted) from prospective students. This data is used to evaluate applications, make admission decisions, and provide personalized outreach to applicants. Leveraging systems such as PeopleSoft and Salesforce, the office tailors communications and resources to the interests and needs of prospective students, ensuring they receive the information necessary to explore and join the UMBC community.
The Registrar’s Office focuses on maintaining accurate academic records and facilitating course registration and degree planning for enrolled students. The office manages data such as enrollment status, course registrations, grades, transfer and test credits, degree progress, and updates to biographic and demographic information. These records are integral to the student’s academic journey, enabling seamless transitions between semesters and supporting long-term degree attainment goals. The office is also responsible for enforcing the Family Educational Rights and Privacy Act (FERPA), which governs the use and sharing of student educational data at the university.
UMBC ensures that all student educational data is shared responsibly and in compliance with its privacy policy and FERPA. For instance, application data shared internally across the university supports efficient student services, while enrollment data shared with the National Student Clearinghouse aids in required reporting and services like degree verification. Strict contractual and cybersecurity measures govern data sharing with external partners, ensuring that data is used exclusively for its intended purposes and is deleted upon contract termination.
Through these practices, Enrollment Management at UMBC demonstrates its commitment to using data responsibly to enhance the student experience, support academic achievement, and uphold the highest standards of privacy and security.
Undergraduate Admissions (not including Graduate School and Division Professional Studies)
- Demographic information;
- Students intended area of study;
- Academic records from previous institutions;
- and applicant test scores if they are submitted.
- Enrollment status;
- Course registrations;
- Grades;
- Transfer and test credits;
- Degree progress;
- and updates to biographic / demographic information once students are admitted and matriculated.
How We Use the Data We Collect:
UMBC leverages a combination of PeopleSoft and Salesforce to effectively communicate with prospective students and share information tailored to their identified interests in UMBC’s programs. These tools facilitate email correspondence and provide relevant web links to help students research attending UMBC. If an applicant chooses to matriculate, this data migrates into the records system, supporting their orientation and integration into the UMBC community. This integrated approach ensures a personalized and efficient experience for prospective students as they explore and join UMBC.
Undergraduate Admissions (not including Graduate School and Division Professional Studies)
Evaluating applications and making admission decisions. Individualized applicant outreach.
Maintaining accurate academic records and facilitating course registration and degree planning.
How Do We Collect Enrollment Management Data:
Undergraduate Admissions (not including Graduate School and Division Professional Studies)
Prospective students submit applications through Common App and CollegeNet. Undergraduate Admissions also shares student transfer credit data with the Registrar’s Office to aid in enrollment.
Students enroll in classes and make other data updates directly in PeopleSoft using self-service through myUMBC. Some requests, such as change of major, are submitted to the Registrar’s Office and updates are made in PeopleSoft by staff. Faculty submit grades directly to PeopleSoft.
Once UMBC receives data, either directly from the student or applicant, or from sources such as the Common App or CollegeNet from those who selected to apply to UMBC, it is captured and stored securely within PeopleSoft. From there, information relevant to the data subject or operational workflows is selectively pushed to Salesforce using integration tools or application program interfaces (APIs). These integrations ensure that Salesforce has up-to-date information while maintaining synchronization between the two systems. This allows PeopleSoft to manage core data functions while Salesforce serves as the platform for relationship management and engagement.
How Do We Share Enrollment Management Data:
For all student educational data, UMBC’s privacy policy requires that we have contractual language governing that our data cannot be used for purposes other than supporting the services UMBC has procured and that upon the termination of the contract, all UMBC data must be deleted. As part of each procurement, we evaluate the cybersecurity and privacy practices of the company to ensure that they meet the same security and privacy requirements we would provide if we were running the service internally. For more information, please review the security policy.
UMBC complies with the Federal Educational Rights and Privacy Act (FERPA). In general, FERPA serves to protect the privacy of student education records. Specifically, FERPA limits the release of any information from a student’s education record without prior written consent from the student. FERPA does allow for the disclosure of those records, without consent, to school officials with legitimate educational interests. For more information on FERPA visit: http://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html.
Undergraduate Admissions (not including Graduate School and Division Professional Studies)
Common App and CollegeNet directly share application information to UMBC. UMBC does not share this information with any third parties, but may share it internally across the university for efficient provision of student services.
Students, former students or alumni can request an official transcript or verification which is shared with the individual or organization requested by the student through Parchment secure electronic transcript processes, student pick-up or standard mail.
The Registrar’s Office shares enrollment data with the National Student Clearinghouse in furtherance of required reporting to NSLDS and to streamline student services like degree and enrollment verification.
What Actions Can Individuals Take?
We are working to provide individuals, once authenticated, with information from our analytics platform. If you have questions you may submit a service request and we will have someone from our privacy team set up an appointment with you to discuss the data we have collected.
Submit a Privacy Request Form
If you would like to review, correct, or request the deletion of your personal data held by UMBC, or opt-out of third party sharing, please fill out our Privacy Request Form and follow the instructions. This form ensures that your request is processed promptly and in accordance with privacy regulations. Our team will review your submission and respond as soon as possible. For any questions or assistance, please contact our privacy office at privacy@UMBC.edu.