FERPA Information: How to Protect Student Data at UofL

Before You Begin

Ensure you have a valid UofL user account and login credentials.
Review UofL Information Security Policies and Procedures for FERPA compliance.
Identify if your work involves student education records or regulated student data.

Objective or Task

Learn how to identify, protect and manage FERPA-regulated student data in compliance with university and federal requirements.

Instructions

Identify FERPA Data

  • Determine if your data includes student education records, grades, transcripts or other personally identifiable information (PII).
  • Review university policies for definitions and examples of FERPA-regulated data.

Protect FERPA Data

  • Store student data only on approved, secure systems and encrypted devices.
  • Limit access to student data to authorized personnel only.
  • Do not share student data via email, cloud storage, or unapproved platforms.
  • Use secure methods for transmitting student data, such as encrypted email or secure portals.

Manage and Retain FERPA Data

  • Follow university retention schedules and FERPA requirements for student data.
  • Purge student data securely when no longer needed, unless retention is required by law.
  • Report any accidental or intentional exposure of student data immediately.

Report Incidents and Get Help

  • If you suspect unauthorized access, disclosure, or loss of student data, report the incident to secureit@louisville.edu or the ITS HelpDesk.
  • For questions about FERPA compliance or data management, contact the Information Security Office.

Outcome

After completing these steps, you will be able to identify, protect and manage FERPA-regulated student data in compliance with university policies and federal law.

Further Readings

  • UofL Security Information

Need Additional Help

• Contact the ITS HelpDesk: Call 502-852-7997 during business hours:

o Monday through Thursday: 6:00am – 10:00pm
o Friday: 6:00am – 5:00pm
o Saturday: 7:00am – 5:00pm
o Sunday: 10:00am – 10:00pm
o University Holidays: 7:00am – 5:00pm
o Closed on Thanksgiving, the day after Thanksgiving, and Christmas.
o If you have an emergency during off hours, call the HelpDesk to be transferred to an on-call technician, or leave your request on voicemail. Your call will be returned the next day starting at 7am unless you specify a time.

• Live Chat: Chat with the ITS HelpDesk at https://apps.louisville.edu/it/livechat/phplive.php during business hours.

• Submit a Ticket: Use the self-service portal at http://service.louisville.edu to log requests or check the status of existing tickets.

• In-Person Support: Visit the iTechConnect 1:1 help located on the lower level of the Miller Information Technology Center, Belknap Campus, during business hours.

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