SIS Users Do
- Be familiar with "FERPA" regulations
- Be familiar with "Acceptable Use of Computing and Information Technology Resources"
- Understand "directory information"
- Ask if you are unclear as to how a situation or request should be handled
- If an emergency develops such that you are contacted by a relative or other person who needs to know a student's whereabouts, refer the person to Student Affairs (x2020)
- Lock all rooms, cabinets, and drawers where paper records are stored
- Use password-activated screen savers
- Refer calls or other official student information requests to the University Registrar's Office
- Recognize any fraudulent attempt to obtain student information and report it to either the University Registrar's Office, the Provost's Office or the University Attorney's Office
- Shred all documents that have student information
- Have students write down their Social Security number on paper rather than stating it "aloud" if others are present and in earshot (give paper back to student when done)
- Keep voices down when discussing private student issues when others are present
- Have a confidentiality notice at the bottom of e-mail such as:
Confidentiality Notice: This e-mail message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged
information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply e-mail and
delete all copies of the original message.
- If faxing to a non-private/unsecured fax machine, have a notice similar to the above at the bottom of fax cover sheets
SIS User Don't
- Share passwords
- Leave machines logged in and unattended
- Give out student information over the phone
- Release information to spouses, sisters, brothers, parents, girlfriends/boyfriends or other third parties
- Post passwords near employee's computers
Memorandum from Office of General Counsel
Student Records and Release Information
Case Information Technology Services Ethics Policy
Acceptable Use of Computing and Information Technology Resources
Student Information System
A Final Word
Any SIS user who releases confidential student information to a third party shall be subject to disciplinary action up to, and including, dismissal.