Here are some Best Practices for Handling Student Information: Protect specific data
Federal law prohibits the use of Social Security Number in whole or in part in a public posting of grades. Best practice is to post grades in Canvas or Banner.
Public posting of grades is forbidden.
Don’t leave personally identifiable graded papers or tests in a box for all students to sort through.
Do put graded papers and tests in sealed envelopes and leave them with someone responsible who can make certain that the right materials go to the correct student.
Don’t put notes that are strictly for yourself into shared program files; those notes are legally accessible to the student.
Do make notes you need and file them with your personal papers. These kinds of documents can be kept confidential only if they remain strictly in your possession.
Don’t walk away and leave your laptop or computer monitor open to student information.
Do set an automatic screen lock and manually lock the screen when you leave your computer. Do not place sensitive student information on mass storage devices (i.e. CDs, floppies, memory sticks). Do not use third party/ cloud based services for student data. Do secure your work area and computing devices. Do close your programs.
