Legal - Oklahoma State Regents for Higher Education

These policies apply to all websites operated by the Oklahoma State Regents for Higher Education, including but not limited to:

okhighered.org
ocap.org (formerly ogslp.org)
OCOLearnOK.org
okcollegeaccess.org
OKcollegestart.org
okgearup.org
oklahomamoneymatters.org
okpromise.org
onenet.net
reachhigherok.org
ReadySetRepay.org
ShowWhatYouKnowOK.org
StartWithFAFSA.org
UCanGo2.org

These policies do not apply to any websites, content or web applications operated by OneNet customers on OneNet’s web hosting service.

Terms of Use

OSRHE provides these pages as a service. Although OSRHE staff make a substantial effort to ensure the accuracy and timeliness of site content, we cannot and do not warrant that information provided by this site is absolutely correct or current. Typographical and related errors may exist, and site pages may contain inaccuracies. OSRHE staff attempt to update information provided on this site as often as is reasonably possible.

OSRHE MAKES NO REPRESENTATIONS OR WARRANTIES, EXPRESS OR IMPLIED, WITH RESPECT TO THIS SITE OR ANY PART THEREOF. ALL SUCH INFORMATION IS PROVIDED “AS IS” WITHOUT WARRANTY OF ANY KIND AND WITHOUT ANY REPRESENTATION ABOUT THE SUITABILITY OF THE INFORMATION FOR ANY PURPOSE. OSRHE HEREBY DISCLAIMS ALL WARRANTIES AND CONDITIONS WITH REGARD TO THIS INFORMATION, INCLUDING ALL IMPLIED WARRANTIES AND CONDITIONS OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NONINFRINGEMENT OF COPYRIGHT OR PATENT RIGHTS OF OTHERS.

No reference or link from these pages to any commercial site or product constitutes an endorsement or recommendation by OSRHE for its use. Links to other sites are provided only as a convenience for the user and do not imply any endorsement of the material on such sites or any association with their operators. OSRHE does not control such sites or products and is not responsible for their content.

Privacy Notice

The Oklahoma State Regents for Higher Education (OSRHE) operates divisions, programs, services and websites for the benefit of our users, whether they be parents, students, teachers, subscribers or education partners. We are aware that you, our users, care about how personal information is used, and we appreciate your trust that we will use it carefully and sensibly. OSRHE implements appropriate technical and organizational security measures to protect your information when you transmit it to us and when we store it in our information technology systems.

By visiting our websites, you are accepting the policies and practices contained within this Privacy Notice. When information is submitted to OSRHE, or you use OSRHE’s websites and other services, you consent to the collection, use, storage, and disclosure of that information as described in this Notice.

Personally Identifiable Information
OSRHE collects personally identifiable information (PII) from institutions, students, parents and subscribers in order to help us better provide services through a variety of college, student and internet services and programs.

Information Provided
We receive, and may store, any information provided by schools and other education partners as well as information you provide to us on applications, documents, our website or give us in any other way. This information may include, but is not limited to, your name, date of birth, address, student’s email address, parent’s email address, telephone number, information related to race, ethnicity and gender, grade level, graduation date, current school site, current college or university site, enrollment information, course selection, financial information, and such additional information as you choose to include or are required to provide by college and financial aid applications that you choose to complete (hereinafter referred to as “Information Provided”). You can choose not to provide certain information, but as a result, you may not be able to take advantage of certain features, services or programs.

Automatic Information
We receive, and may store, certain types of information when you interact with our websites. For example, we may store your computer’s internet address, information about your web browser, URLs of referring websites, and your site navigation histories. That information may be used to provide you with a more customized experience during future browsing sessions. We may also use that information to improve our websites and better communicate with you.

Additional information can be found at the bottom of this page.

Oklahoma College Assistance Program
Applications, documents and other information containing PII submitted to OSRHE pursuant to the Oklahoma College Assistance Program (OCAP) are used to provide college access, financial aid awareness, financial literacy, and student loan management programs and services. In addition to Information Provided, OCAP and XAP Corporation, the company that operates OKcollegestart.org for OCAP, collect and store college and financial aid applications that you choose to complete and information associated with activities you have undertaken on OKcollegestart.org.

OKcollegestart.org encrypts the PII you enter when it is in route from your browser to the OKcollegestart.org web servers, and again when your PII is in route from the web servers to the back-end database servers using TLS 1.2, an online security protocol. This practice helps prevent unauthorized third parties from intercepting and gaining access to your PII during transmission over the internet.

Data residing on the OKcollegestart.org server is password protected, and access is provided only to the account holder who created the password, anyone to whom that account holder entrusted the password, counselors with whom the account holder has authorized to view the data, and those employees of OSRHE and/or XAP who require such access to administer and maintain the OKcollegestart.org system or to provide requested customer support to users of OKcollegestart.org.

If you use OKcollegestart.org to submit an application for admission to a college or other educational institution, the personal data required to complete that application will be provided on your behalf to the admissions office of the institution to which you are applying.

If you request that a college or other educational institution send you material through OKcollegestart.org, your contact information will be provided to that institution.

When you submit a scholarship search through OKcollegestart.org, your data may be shared with our third-party service partners to permit them to provide services on our behalf in displaying available scholarships that correspond to your search criteria.

If you connect your account to a school or other site using OKcollegestart.org as part of a career and education planning program, then professional staff at that school or site, designated by the administration of the school or site to have access to the OKcollegestart.org Professional Center, will be able to view your OKcollegestart.org portfolio including PII about you. This access is granted to these professional users so that they may assist you in a guidance capacity with your career and education planning. You have the option of not connecting your account to a school or site and making full use of OKcollegestart.org as an independent user.

OCAP borrower information is mostly stored on systems managed by ECMC; however, limited borrower information, including Social Security numbers, needed for various reports is stored on systems maintained by OSRHE. If a borrower submits written correspondence, it is forwarded to ECMC for imaging on their systems. Anything we use regarding other borrower business will go through the ECMC online reporting system. Outgoing letters sent by OCAP or ECMC will use the Personal ID (PID) number or account number along with name and address. All communication between OCAP and ECMC is done through secure methods such as encryption or they use their secure email system, which requires a login to open.

Additional information can be found here:

https://secure.okcollegestart.org/Home/privacy.aspx
https://www.readysetrepay.org/repaying/privacy.html
https://www.ecmc.org/privacy-policy.html

GEAR UP
Applications, documents and other information containing PII submitted to OSRHE pursuant to the GEAR UP program are used to prepare middle and high school students for college success through direct student support services, college access and provision of financial aid information and assistance. In addition to Information Provided, GEAR UP may store the following related to students: state testing number, PreACT and ACT scores and scholarships received. GEAR UP may also store the following information related to certified staff: first name, last name, school site, and role (teacher, counselor, principal, superintendent, etc.).

PII may be stored on the OSRHE Secure Access File Exchange (O-SAFE), the OSRHE FAFSA portal and other systems maintained by OSRHE.

PII may be shared with school staff, GEAR UP staff, the National Student Clearinghouse, ACT, the K-20 TREK data system, and the U.S. Department of Education.

Scholarship and Grant Administration
Applications, documents and other information containing PII submitted to OSRHE pursuant to our scholarships and grants programs are used to provide financial assistance to students and educators. These programs include the Oklahoma Higher Learning Access Program (Oklahoma’s Promise), the Oklahoma Tuition Aid Grant, the Academic Scholars Program, the Tulsa Reconciliation Education and Scholarship Program, and several others. In addition to Information Provided, OSRHE may collect and store the following related to the scholarships and grants it provides: Social Security numbers, information from the Free Application for Federal Student Aid (FAFSA), parental marital status, wage information, tax information, child support payments, and scholarships and grants received. This information is used for the purpose of awarding scholarships and expediting application of funds to the correct student account at the respective school.

PII related to the Institutional Student Information Record (ISIR), Oklahoma’s Promise, Oklahoma Tuition Aid Grant Program and Academic Scholars may be stored on systems maintained by OSRHE.

PII may be shared with entities that already have the data and institutions participating in the respective scholarship or grant programs to ensure proper payment to eligible students. Within OSRHE, the data is not shared in a way that identifies individuals. Disaggregated data is used for research and reporting purposes.

OneNet
OneNet collects and stores PII such as names, email addresses and phone numbers of various administrative, technical and other contacts for subscribers of its services identified in its Subscriber Connection Policy. This information is stored on OneNet infrastructure. This information is shared with our partners at GlobalNOC at Indiana University.

Specific abuse contacts are also shared via the ARIN Whois system (https://www.arin.net/resources/registry/whois/) for the public to identify a point of contact for abusive or questionable activity coming from subscriber networks. The acknowledgment of this publication is part of the registration process (https://onenet.net/abuse-contact-update-for-arin-database/) and may but does not necessarily include PII. This information is stored in the GlobalNOC database and is published to the ARIN database.

Sharing Information
We may release PII when we believe that a release is appropriate to comply with the law; enforce or apply agreements; or protect rights, property, or the safety of any party. This includes exchanging information with other organizations for fraud protection and credit risk reduction.

Additional Privacy Statements
OSRHE along with its services and programs consist of multiple websites that may adopt different privacy statements as their specific needs require. If one of our websites has a privacy statement that is different from this statement, that policy does not in any way supersede federal or state regulations.

OSRHE is not responsible for the privacy practices or the content of external websites we link to.

Legal Notice
Notwithstanding any language to the contrary, nothing contained herein constitutes nor is intended to constitute an offer, inducement, promise, or contract of any kind. The data contained herein is for informational purposes only and is not represented to be error free. Any links to non-OSRHE information are provided as a courtesy. They are not intended to nor do they constitute an endorsement by OSRHE of the linked materials.

Employee Applicants
OSRHE collects and processes Information Provided by individuals who are applying with us for employment only as necessary in the exercise of our legitimate interests, functions and responsibilities as a coordinating board and employer under Oklahoma and federal laws. OSRHE will use the details you provide on your application form, together with the supporting documents requested and additional details provided by any references. PII is collected from applicants and shared with internal and external parties to identify you, process your application, verify information, employment suitability and eligibility, communicate with you, regulatory reporting, auditing, and other related processes and functions.

Employees
OSRHE collects and processes Information Provided by employees only as necessary in the exercise of our legitimate interests, functions and responsibilities as a coordinating board and employer under Oklahoma and federal laws. We will keep a record of the details that employees provide on their application form, any supporting documents requested and additional details provided by any applicants or references following any interview process. We will maintain various administrative and financial records about their employment at OSRHE. PII may be collected to assess suitability for a particular role or task; to support in the implementation of any accommodations; to administer remuneration, payroll, retirement and other standard employment functions; to administer HR-related processes, including those relating to performance/absence management, disciplinary issues and complaints/grievances; to provide access to facilities, services and staff benefits, and where appropriate to monitor the use of such in accordance with OSRHE policies; for communications; to support training, health, safety, welfare and religious requirements; to compile statistics and conduct surveys and research for internal and statutory reporting purposes; to fulfill and monitor OSRHE responsibilities under equal access, right to work and public safety legislation; and to enable us to contact others in the event of an emergency.

Security
OSRHE implements appropriate technical and organizational security measures to protect your information when you transmit it to us and when we store it in information technology systems.

Additional information can be found here:

Data Access and Management Policy (pdf)

Retention and Destruction of Information
Your information will be retained by OSRHE in accordance with applicable federal laws, and the applicable retention periods in the Record Retention Schedule adopted by the state of Oklahoma for state agencies and applicable to OSRHE.

Updates to This Notice
We may update or change this notice at any time. Your continued use of OSRHE websites after any such change indicates your acceptance of these changes.

Third-Party Product Disclaimers

Use of Pixels
The Oklahoma State Regents for Higher Education (OSRHE) sometimes uses pixels, or transparent GIF files, to help manage online advertising. These GIF files are provided by our ad management partners. These files enable recognition of a unique cookie on your web browser, which in turn enables us to learn which advertisements bring users to our website. The information that we collect and share is anonymous and not personally identifiable. It does not contain your name, address, telephone number or email address.

For information on opting out, visit www.google.com/privacy/ads/.

Google Analytics
This website uses Google Analytics, a web analytics service provided by Google Inc. Google Analytics uses “cookies,” which are text files placed on your computer to help analyze how individuals use this site. The information generated by the cookie about use of the website will be transmitted to and stored by Google on servers in the United States. This information is used to evaluate use of the site, compile reports on site activity for website operators and provide other services relating to site activity and Internet usage.

Google may transfer this information to third parties where required to do so by law or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

The data gathered for Google Analytics is held and processed by Google and is subject to the policies of that company www.google.com/privacy/privacy-policy.html). OSRHE has no control over Google’s policies.

For information on opting out, visit http://tools.google.com/dlpage/gaoptout.