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PNPI project prompts changes for faculty

3:45 p.m., Aug. 29, 2005--At the end of July, faculty received e-mail regarding the removal of Social Security Numbers (SSNs) from computerized test-scoring forms. Protecting the personal nonpublic information (PNPI) entrusted to faculty, goes far beyond test-scoring forms, however.

For years, SSNs have been used as identifiers at the University and elsewhere. "In today's world, with the threat of identity theft so
prevalent, we are obligated to discontinue the use of SSNs wherever we can," Joseph DiMartile, assistant provost for student services and University registrar, said.

According to DiMartile, changes have been made to forms commonly used by faculty. Class rosters now list UDelNetIDs instead of SSNs. In addition, the following forms use a name "lookup" instead of the SSN to locate students:

• Supplemental Grade Roster Web Form;
• Incomplete Grade Extension Web Form;
• Incomplete Grade Explanation Web Form; and
• Change of Grade Web Form.

After Nov. 1, the Smith I/O Services (basement of Smith Hall in room 004) will no longer accept brown test-scoring response sheets with SSNs filled in. Instead, faculty can post or track grades by assigning students a random number known only to the instructor and the student. Students can use that number in the "Student ID Number" section of the test-scoring form. An alternative idea for a unique identifier is to have students enter their UDelNet ID in the “Last Name” space and the first 7 characters of their last name in the “First Name” space.

Kate Webster, information resource consultant, IT/User Services, points out that PNPI varies in degree of sensitivity.

“SSNs and credit card information are considered highly sensitive PNPI because unauthorized access can lead to the possibility of identity theft. Lists with names and grades together are private, sensitive data, governed by the Family Educational Rights and Privacy Act (FERPA) rules, which do not permit public access,” Webster said.

Faculty may e-mail students’ grades with the students’ permission. Through either the class mailing list or introductory course materials, faculty who wish to use e-mail to send grades must announce that they will e-mail grades only to students who agree to receive them in that manner. Students must be informed that the transmission of grades may not be secure; they may opt in to receive grades through e-mail by informing their instructors that they wish to do so.

To safeguard personal information, any forms containing PNPI--whether electronic or paper--that may be lurking on computers, on desks or in filing cabinets must be examined for PNPI. Information Technologies provides these guidelines:

• If a faculty or staff member has an electronic file with names, SSNs, and grades, they absolutely MUST remove the SSNs;
• If a faculty or staff member has an electronic file with names and grades, they MUST secure the file by using password protection and encrypting it while they are working with it and delete it when they are finished; and
• If a faculty or staff member has a paper copy of a file with names and grades, they MUST keep it locked up and shred it when they no longer need it.

These guidelines apply to current information and to information from past years that may be stored on computers, portable devices or paper in University offices or at home.

For help to find and secure PNPI, call the IT Help Center at (302) 831-6000 or send e-mail to [consult@udel.edu].

Related links
Protecting Personal Non-Public Information
Encrypt Your Sensitive Data
UD Computer Security
Responsible Computing: A Manual for Staff

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