Good practice by faculty and staff members requires that they maintain, use, and report student data in compliance with the requirements of FERPA and the University’s Policy. The following statements provide practical guidelines to follow:

• Do refer requests for student record information to the Registrar.
• Do check a student’s directory restriction on SPAIDEN before answering any questions.
• Do keep only those individual student records necessary for the fulfillment of your teaching or advising responsibilities.
• Do keep any personal records relating to individual students separate from their educational records. Private notes of a professor/staff member concerning a student that are intended for professor’s/staff member’s own use are not part of the student’s educational record.
• Do ask for only the last four digits of the CWID on exams and other documents, if needed, to identify different students with the same name.
• Do maintain a record of all requests for access to Personally Identifiable Information, whether those requests are honored or not.
• Do properly dispose of (shred) all papers and documents that contain the CWID/SSN.