FERPA Training
Student Information
What do I need to do to protect student information?
As has already been established, student records come in a variety of forms. Your access to the information and in what form depends on your role with the college. Please keep the following in mind when handling student records.
- Use common sense. Handle student records as if they were your own, remembering that exposure of the information provides a possible risk for identity theft, lawsuit, and, at the very least, embarrassment to the student.
- Remember that we are required by federal law to make a reasonable effort to make sure that student records are secure. Failing to do so could result in any number of consequences. For more information on this, see the What Can Happen if We Fail to Follow the Law? link.
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Hard Copy Records:
- Secure all records in a locked file cabinet or locked desk drawer if stepping away from your desk or leaving for the day.
- Turn records over or cover with a blank sheet of paper so that they are not exposed to others who may be passing by your desk or meeting with you.
- Pick up records from the printer as soon as possible after you print them. If you find records on the printer, DO NOT lay them on the counter beside the printer. Rather, either leave them on the printer or place them in the appropriate bin with the print side not visible until the owner picks them up. If material has obviously been left on the printer or in a bin for an extended period of time, attempt to locate the owner and give the material to them. If the person cannot be found, either shred the material or mark for shredding and place in a securely locked location.
- Shred all sensitive material immediately or place material to be shredded in a securely locked location and clearly mark it for later bulk shredding.
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Computer Records:
- Set your computer to go to a password protected mode in no more than 5 minutes. Your computer screen should go to screen saver or blank and require a password to re-access your computer. Instructions on how to set your computer up are below.
- Turn your computer screen so that it is not easily seen from persons who may be passing by or come to your desk for a meeting. If you are working on a student record when someone approaches, minimize the screen you are working on or exit out of the program.
- When leaving your desk, press Ctrl-Alt-Del and then press the "Lock Computer" button before leaving. Your computer will go into a locked mode and require a password to re-access.
- DO NOT put your username and/or password in a location that can be accessed. Ideally, memorizing it would be best. If not, make sure that it is kept in a locked drawer or file cabinet.
Setting your Computer to Password Protect Mode
Windows 10/11
- Right click on your computer desktop
- Select "Personalize"
- Select the "Lock screen" tab
- Click the "Screen saver settings" button
- Check the "On resume, display logon screen" box
- Set the wait time to 5 minutes or less
- Press OK
Your computer will now go to a password protected screen saver in the time that you set. You will need to use the password that you use to sign on to the network to re-access your computer.