What is a server?
A server can be ANY computer, regardless of size or location, that accepts external connections for services such as websites, FTP, SSH, or any other file-sharing services through databases or other software made available to external users.
What do we do with old graduate applications or documents containing social security numbers?
Although the Graduate Office has discontinued collecting social security numbers for graduate student applications, many departments are wondering what to do with the information already collected. For departments with retention policies for these applications, ensure that the paperwork is always stored in a secured location. When the retention period has expired, hard copies of documents containing these numbers should be shredded. Departments should not be collecting SS numbers as part of an electronic database. If any grad student databases currently contain social security numbers, delete this column immediately. Grad application information is considered sensitive and should be stored on network drives.
What if we want to share faculty or staff applications among our hiring committee or share documents within a select group of individuals?
UA Box, which is free for all faculty, staff, and students, allows individuals to share files with a designated group of people, and the UA firewall protects it so it can be used to share sensitive information, such as application materials. For more information on registering for a UA Box account, log into myBama, go to the Tech tab, and scroll down to the box listing UA software.
What constitutes FERPA information?
For a complete description of FERPA information, please see the Registrar’s website at https://registrar.ua.edu/academics-policies/ferpa/. However, here are some highlights that are pertinent to faculty:
To Avoid FERPA Violations, Faculty Should Not:
- Use the SSN/Student ID/Student Names to post grades.
- Leave graded tests [electronically or in print] for students to sort through.
- Circulate electronically or print the class list with the student’s name, SSN, and student ID.
- Provide anyone with student schedules.
- Provide anyone with lists of students enrolled in your classes.
- Include confidential information (i.e., grades, # of credits) in a commendation letter without the student’s written consent (Note: If a student provides you a resume with the information, you may disclose whatever is in the resume.)
Faculty or staff with questions about electronic security issues can go to https://oit.ua.edu/services/security/