Policy Number: 182

 

DIRECTORY INFORMATION LISTS, LABELS, PERSONAL DATA, AND DIRECTORY
LISTS AND LABELS INFORMATION FOR STUDENTS AND EMPLOYEES

 

This policy explains the circumstances under which the University will release personal information concerning its students and employees.

 

Nothing in this policy shall be interpreted as limiting restricting the access otherwise available to the public information under the laws of the State of Illinois.

 

A copy Copies of student and/or employee directories published by the University may be made available to anyone upon request, within the limitations of available copies.

 

Definitions

 

Student Directory Information shall include: is defined as name, sex, local and home telephone numbers, local and home addresses, dates of attendance, degrees earned, majors, and photographs for internal University use, including the University Police Department.  student classification, degree and/or major, local address, and home address.

 

Employee Directory Information shall include:  is defined as name, sex, department or office, campus address, home address, e-mail address, office telephone number, and home telephone number (unless unlisted).

 

Official business shall be only those duties, activities and functions which are essential to required for the operation of the University.  The definition of the official business of any employee or department is that approved by the President or appropriate Vice President.

 

Student Lists and Labels

 

The release and use of all personal information concerning students shall be in accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA) and the Illinois Freedom of Information Act.

 

Lists and labels containing student directory information or other personal information concerning students may shall be made available only to University employees for official business unless otherwise required by law.

 

With the written approval of the Special Assistant to the President Vice President for External Relations or designee, lists of student names and addresses may be provided to members of the Illinois General Assembly, public officials and announced candidates for election to such offices.  The public official must pay the costs incurred in providing the lists.

 

Lists and/or labels of student directory information, other than published directories, shall not be made available for charitable solicitations, for any commercial purpose, or to any commercial organization including, but not limited to, financial institutions, real estate agencies and insurance companies.

 

Employee Lists and Labels

 

Lists and labels containing University employee information, other than directory information, may be made available only to University employees for official business.  Requests must be approved through the Special Assistant to the President by the Vice President for Business Affairs or designee.

 

Upon request, employee directory information may be made available to the following individuals and organizations for specific and authorized uses as described:

  1. Authorized fiscal officers of the University for official business related to their respective areas of responsibility.

  2. Officers and authorized representatives of councils, committees, or other organizations operating within the official administrative framework of the University and carrying out functions falling within their respective jurisdictions.

Employee directory information may be made available, with appropriate authorization, to individuals and organizations as described below.  Each request under this provision shall be submitted to the Special Assistant to the President.  The request shall state the specific purposes for which the information is desired.

  1. Officers and authorized representatives of organizations composed of University employees and/or their spouses engaged in social and/or professional services for the same.

After initial approval, the individuals and/or organizations may obtain the same information for the same purposes without additional approval.  Authorization shall be subject to review from time to time, and all authorizations not exercised within any twelve-month period shall be voided.

  1. Other individuals and organizations when it is deemed in the best interests of the University and its employees.

Authorization under this provision is void following the fulfilling of the single request or failure of the requesting party to exercise the authorization within thirty days of issuance.

 

Lists and/or labels of employee directory information, other than published directories, shall not be made available for: charitable solicitations, for any commercial purpose, or to any commercial organization including, but not limited to, financial institutions, real estate agencies, and insurance companies.

 

Data Release Agreement

 

Each request by University employees for lists and/or labels concerning uUniversity students and/or employees shall contain the following Data Release Agreement.  The appropriate University official making the request shall be required to sign the following agreement before the request is honored.

 

I understand that I am responsible for the use of the personal data requested and that the release and use of student personal information must be in compliance with the Family Educational and Privacy Rights Act (FERPA)of 1974 and the Illinois Freedom of Information Act, as applicable.  I agree: (1) that student/employee data requested will be used under my supervision solely for official purposes essential to the operation of the University, (2) that data requested will not be sold or given away, (3) that it the data will not be made available in original or reproduced form to persons or organizations outside my jurisdiction and/or assigned authority, and (4) that it the data will not be used for commercial purposes.  I understand further that the University may code data lists and labels to determine responsibility in instances of alleged abuse.

 

Approved:
President
March 1, 1989

March 19, 2003

 

Nomenclature Changes
December 13, 2001

 

Monitor: Special Assistant to the President