• Do not release non-directory information such as:  SSN/CWID, GPA, academic standing, date of birth, religious preference, gender, race, ethnicity, grades, residency status, billing, or financial aid data via the telephone.
  • Do not disclose, confirm, or verify directory information by asking for non-directory information, including, but not limited to, student’s SSN, CWID, place of birth, date of birth, gender, race, residency status, class schedule, etc.
  • Do not include the CWID in the subject line of an email message. In no case should the students’ full Social Security Number be provided.
  • Do not include the CWID on documents mailed by surface mail where the CWID is visible on the outer document or in a window envelope.
  • Do not display student scores or grades publicly in association with the student name, CWID, social security number, or other personal identifier.
  • Do not put paper or lab reports containing student names and grades in publicly accessible places. Students may not have access to the scores or grades of others in the class.
  • Do not request information from the educational record custodian without a legitimate educational interest and the appropriate authority to do so.
  • Do not share student educational record information with other faculty or staff members of the University unless their official responsibilities provide for a legitimate educational interest.
  • Do not ask for the SSN/CWID on any document that will be viewed by anyone other than a University employee with an educational need to know.
    Examples:

    • On exams, homework assignments, and attendance rosters – if other students may view these documents.
    • On questionnaires, surveys, and other documents soliciting additional personal information.
    • On checks payable to the University or to the student.
    • On non-academic documents or an appointment sign-in sheet.
  • Do not leave graded tests in a stack for students to pick up by sorting through the papers of all students.
  • Do not circulate printed class lists with student name and SSN/CWID or grades as an attendance roster.
  • Do not discuss the progress of any student with anyone other than the student (including parents) without the consent of the student.
  • Do not provide anyone with lists of students enrolled in your classes for any purpose.