Review

Whose information is protected?

• Employees – current and former faculty and staff; applicants for job positions until interviews are scheduled.
• Students – current and former students.

Whose information is protected?

• Employees - current and former faculty and staff; applicants for job positions.
• Students - current and former students; applicants for admission.

What information is protected?

• Employee Records. Do not give out home phone numbers, home addresses, birthdates, Social Security Numbers, financial details beyond salary, performance reviews, or other personal information without signed consent from the employee.
• Student Educational Records. Do not give out transcripts, GPAs, grades, class schedules, financial information, demographic information (race, gender, ethnicity, nationality) or Social Security Numbers. Do not publish home addresses and phone numbers.

What information is releasable?

• For Employees (faculty and staff). Name, job title, organization or department, dates of employment, salary, work phone, location and email addresses. Not that this is not true for employees who have a privacy flag.
• For Faculty Only: Educational qualifications, past employment, publications, news items, awards, and achievements.
• For Students: Under FERPA, students may request that their information be kept confidential, so before answering questions, check their records to see if the Confidentiality Flag has been selected. If there is no flag, you may, but are not required to, give Directory Information: Name, Current Address, University E-mail address, Major, Dates of Attendance, Degrees and awards received, most recent educational agency/institution attended, and participation in officially recognized activities/ sports.

Who is allowed access to protected information?

• Employee Records: University employees who require access to perform their job duties. The individual faculty or staff member. Anyone viewing faculty or staff information is required to adhere to established University policies and procedures in order to be granted access.
• Student Educational Records: School officials with a legitimate educational interest. The individual student.

Parents, Spouses, Domestic Partners and Family members are not entitled to either employee or student information. All third parties require a signed consent from the individual employee or student to gain access to information. At the University of New Mexico all law enforcement requests must go through Campus Police.

How do you keep protected information private?

• Keep University data systems secure - use password-protection and screen locking software. Craft strong passwords that meet UNM's complexity requirements.
• Never leave protected information unattended - keep records in locked file cabinets, securely shred documents in a timely fashion, and log out of computer applications when not in use.