Protecting Student Data Quick Reference Guide
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Rules of Thumb:
- Know and follow best practices for protecting student data and for using student data appropriately
- Data to be protected may be in a report, a spreadsheet, an email, or in an online system like SIRIS
- If you are authorized to view student data, use it appropriately and keep it protected
- Protect all student data, including data in student educational records, in any location where you access it
- If requested to share student data, make sure that the user is authorized and ask how they intend to use it
- Unauthorized release or use of student data may be in violation of federal law, state law, and University policies
Best Practices When Using Student Data
Action | Do | Don't |
|---|---|---|
| Viewing | View and use in a secure location, such as a Stanford office | View and use in a non-secure location, such as a coffee shop or train |
| Sharing | Share with individuals authorized to view, with approvals if necessary | Share with students, the press, or others unauthorized to view |
| Storing | Store on University-approved encrypted devices if necessary | Store on your own device, laptop computer, thumb drive, phone, etc. |
| Printing | Use the secure print feature, or immediately collect the printout | Leave printouts where they can be picked up by students, or others unauthorized to view |
| Emailing | Email using Secure Email settings, including a note not to forward to unauthorized individuals; delete when done | Email to an email ID outside of Stanford, unless you have the proper approvals |
Examples of Appropriate and Inappropriate Uses of Student Data
Appropriate | Inappropriate |
|---|---|
| Internal improvement of educational offerings that can be clearly articulated | External Publications of findings in a paper, at a conference, etc. |
| Research about students for business-related purposes that can be clearly articulated | Unauthorized research about students for academic purposes; approval needed first from Provost, then methodology from IRB |
| Other University-related business that can be clearly articulated | Personal business or curiosity |
| Surveys commissioned or approved by the University | Ad hoc, unapproved surveys |
| Other research relating to University purposes | Uses that result in the ability to identify an individual student’s characteristics when that is not the intended purpose |
Questions?
Contact the privacy office with questions at 650-725-1828 or email siris-support@lists.stanford.edu.