Student Privacy Issues
Sailing away the winter blues with ISFAA …
2015 Winter Conference
Topics
• The Challenges of Protecting Privacy
• Policy and Procedure
• Marrying Customer Service with Managing Security
Inquiry Methods• Telephone• Email• Postal mail• Fax• In person• Social Media• Subpoena
Directory Information• Institutions may disclose information on a student
without violating FERPA if it has designated that information as directory information– Name, email address, address, telephone number– college/school and curriculum, enrollment status and credit
hour load– enrollment status and credit hour load– dates of attendance, classification– receipt or non-receipt of a degree– academic awards received (dean’s list, honors students)– participation in officially recognized activities– sports photograph, position, weight, and height of athletes
Personally Identifiable Information• PII is information that can be used to
distinguish a person’s identify– name, social security number, biometric data, etc.,
alone, or when combined with other personal data, linked or linkable to a specific person, such as date and place of birth, mother’s maiden name, etc.”
The Challenges of Data Security
• Determining identity and right to information
• Fraud and abuse
• Disinclination and disregard
• Policy and regulations
• System and physical limitations
Setting Policy• Put controls in place to minimize fraud and
abuse before they can occur• NASFAA’s Statement of Ethical Principles– Manifest the highest level of integrity• Protect the privacy of individual student
financial records.
Insuring Policy Compliance• Train and frequently reinforce• Model behavior • Insure staff buy-in• Consistently verify ID
Identity Confirmation Policy for Student Specific Information
Person Method of Communication
In Person Email On Phone
StudentPresent their photo ID OR name, DOB and last 4 of their SSN
Send email from their purdue.edu email address and include the PUID
Provide PUID, full name and DOB OR full name, DOB and last 4 of SSN
Parent on FAFSAPresent their photo ID OR name, DOB and last 4 of their SSN
Send email from the address that they used on the FAFSA application and the student's name and PUID
Provide student's PUID, and DOB, their name, DOB and the last 4 numbers of their SSN
Parent not on FAFSA
General information only unless they are a PLUS borrower, then present photo ID OR name, DOB and last 4 of their SSN
General information only unless they are a PLUS borrower, then student's full name and DOB, their full name, DOB and address used on their PLUS application
General information only unless they are a PLUS borrower, then student's name, and DOB, their name, DOB, the address used on the PLUS application and the last 4 numbers of their SSN
Spouse of Independent
Student General information only General information only General information only
Parent of Independent
Student General information only General information only General information only
Marrying Customer Service & Security
• Explain why you need to verify ID • Emphasize what you can provide• Give suggestions on how individuals can get
information you cannot provide them• Explain why you cannot provide the
information they seek• Provide empathy
Email Inquiry Forms• https://www.purdue.edu/dfa/email.php• https://
contact.scu.indiana.edu/contact/index.shtml• http://
cms.bsu.edu/admissions/scholarshipsandfinancialaid/aboutouroffice/contactus
Case Study• Listen to the scenario• Discuss it with your neighbor and decide how
you would respond• Share your ideas with the group
Questions or Comments?
Thank you for your attendance and participation.
Marcia Osman, Assistant Director of Client Services and State Aid ProgramsPurdue University, Division of Financial [email protected]