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Confidentiality of Student and Employee Information

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POLICY

Aurora University recognizes that confidentiality of student and employee information is vital. This policy outlines the standards of confidentiality expected of all staff, faculty and students of the university.

Under Federal law (FERPA - the Family Educational Rights and Privacy Act of 1974 as amended, also known as the "Buckley Amendments"), every institution of higher education is responsible for safeguarding the confidentiality of student records. Employees may be permitted access to confidential student records if, under the university's guidelines, they have been found to have a "legitimate educational interest" that will be served by allowing them such access. Additionally, employee records are considered confidential.

RELATED POLICIES

207 Personnel Records
606 Standards of Performance and Conduct

REQUIREMENTS UNDER THE LAW

The summary below covers pertinent information regarding confidentiality of student information. See the current undergraduate and graduate catalogs for full FERPA disclosure.

1. The following types of information are confidential:
   1. Student records.
   2. Verbal discussions of student information.
   3. Social Security Numbers are not to be utilized as identification nor are they to be put into e-mail messages.
2. Information in student records is available for uses that are directly related to education duties. An individual MAY share information in student records with other Aurora University personnel who also have official duties that require them to have access to records. An employee MAY NOT disclose any confidential record information with any person OUTSIDE of Aurora University.
3. The law allows a college to release confidential information to certain government authorities in case of certain types of emergencies. However, there are special procedures and record keeping requirements for such disclosure. Therefore, if an individual is contacted by the police, public health officials, or others seeking confidential student information, refer them to the Registrar for student information, or to Human Resources for student employee information. Do not release the information.
4. Under the law, students do have a right to inspect their records, and to receive copies. However, there are established procedures for this, including copying fees established by the university. Those advising students may provide a copy of the transcript worksheet or other records of planned and completed courses related to the advising process. If the student requests copies of any other items in the student file, refer the student to the Registrar's Office.

PROCEDURE

All employees are required to read, sign, and abide by the Employee Confidentiality Agreement. The Agreement is signed at time of hire, and becomes a permanent part of the employee’s Personnel File. Breach of Confidentiality may be grounds for termination, as stated in Human Resources Policy 606, Standards of Performance and Conduct.

Questions regarding this policy should be directed to Human Resources.