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Indiana Wesleyan University Support Knowledge Base

Data Usage Parameters

The data produced, collected or used by Indiana Wesleyan University employees, student workers, or agents during the course of University business is subject to the parameters below.

Approved

Data that IWU is comfortable distributing to the general public.  For department-specific data, this classification comes from the department.  If data is created jointly by more than one department, the involved departments should jointly classify the data. If they are unable to come to a consensus, then the data must be classified as public.  For University-wide data, this classification can only come from the Office of the President, the Office of Registration and Records, the Division of Academic Affairs, or Institutional Research.  Examples of the types of data included are: department faculty lists, press releases, and the IWU web site.

Restricted

Data that contains personally identifiable information concerning any individual and is regulated by local, state, or Federal privacy regulations, or by any voluntary industry standards or best practices concerning protection of personally identifiable information that Indiana Wesleyan University chooses to follow.

These regulations may include, but are not limited to:

·        Family Educational Rights and Privacy Act (FERPA)

·        Gramm-Leach-Bliley Act (GLBA)

·        Health Insurance Portability and Accountability Act (HIPAA)

·        Payment Card Industry Data Security Standards (PCI-DSS)

 

Listed below are examples of types of restricted data that are generally protected by local, state, or Federal privacy regulations. These examples are not an exhaustive list of all possible types of information that are protected by local, state, or Federal privacy regulations.

  • Social security numbers
  • Credit card and debit card numbers
  • Bank account numbers and routing information
  • Driver’s license numbers and state identification card numbers
  • Student education records
  • Bursar's Office
    • Student account files and Perkins loan information
  • Departments and Colleges:
    • Academic advising records, admission files, including ACT, SAT and TOEFL scores, and high school and college transcripts and other scholastic records
  • Financial Assistance:
    • Financial assistance application files, student federal work-study information, scholarships and Stafford loan information
  • Intercollegiate Athletics:
    • Injury reports, scholarship contacts, performance records, height and weight information
  • Registration and Records:
    • Permanent record of academic performance (grades, transcript, including supporting documents), course schedules
  • Residence Life:
    • Residential life and housing services files
  • Student Life:
    • Student activity files, student disciplinary files, multi-cultural programs and services files, and intramural sports files
  • Student Services: 
    • Career planning files, including placement information and employers' files, international programs and services files
  • Undergraduate Admission and other admission offices: 
    • Admission files on prospective students
  • University Library: 
    • Circulation records
  • Personal health records
  • Patient information: 
    • addresses, dates, telephone/fax numbers, social security numbers, medical records numbers, patient account numbers, insurance plan numbers, vehicle information, license numbers, medical equipment numbers, photographs, fingerprints, e-mail and Internet addresses

 

·        Note: Personal health records stored in education records are subject to FEPRA and are excluded from HIPAA.

FERPA data:

  • Name
  • Address(es) and telephone number
  • University e-mail address
  • Photograph
  • Major and minor field(s) of study, including the college, division, department, institute or program in which the student is enrolled
  • Dates of attendance
  • Grade level (such as freshman, sophomore, junior, senior or graduate level)
  • Enrollment status (undergraduate or graduate, full-time or part-time)
  • Date of graduation
  • Degree(s) received
  • Honors or awards received, including selection to a dean's list or honorary organization Name
  • Participation in officially recognized activities or sports
  • Weight and height of members of athletic teams
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