804 Distributing Information and Maintaining Confidentiality of Restricted Data

Pr-804.1 Data owners are responsible for determining what information is appropriate for distribution, the audience for distribution, and the methods and timing of distribution.
Pr-804.2 Data owners must ensure that the information distributed is in compliance with any regulatory requirements as defined in the Family Educational Rights and Privacy Act (FERPA) and College Board Policies and Procedures. The distribution methods or non-system data storage (i.e., paper, or any portable data storage device) must provide adequate security over the information contained on the particular media.
Pr-804.3 Data owners must ensure that all individuals with access to information are aware of the confidential nature of the information and the disclosure limitations that apply. Unauthorized release of restricted information may result in disciplinary action up to and including dismissal from the College.

Examples of restricted data include:

  • Social security number
  • Home phone number
  • Home address
  • Health information
  • Academic Records
  • Location of assets
  • Anonymous donors
  • Gender
  • Ethnicity
  • Citizenship
  • Citizen visa code
  • Veteran and disability status
  • Library patron usage history
  • Credit card numbers
  • Protected vendor documentation

See also Board Policy 583.0 – Release of Student Information.

Policy Code Key
P Policy PR Procedure D Definition S Supplement

Content Owner: Donna Davis— ddavis@stchas.edu
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