Graduate Student Research Confidentiality Statement
Graduate research students accessing Concordia University’s computer information systems and paper records may come in contact with student
records and confidential institutional records. These records are regarded as confidential and must not be discussed with unauthorized persons or
third parties. All graduate research students are expected to manage records in their custody in accordance with all Federal (FERPA specifically),
State, University wide, & Departmental guidelines.
Regarding Student Records & FERPA (Family Educational Rights and Privacy Act)
(Full summary text is available at http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html)
“…Generally, schools must have written permission from the student in order to release any information from a student's
education record…”
In certain instances, FERPA allows schools to disclose those records, without the student’s consent, to the following parties or under
the following conditions (34 CFR § 99.31). In the event that one of these conditions applies, the appropriate department head
must approve any release of records. Instances of these exceptions to FERPA are as follows:
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School officials with legitimate educational interest;
Other schools to which a student is transferring;
Specified university officials for audit or evaluation purposes;
Appropriate parties in connection with financial aid to a student;
Organizations or authorized graduate students conducting studies for the school;
Accrediting organizations;
To comply with a judicial order or lawfully issued subpoena;
Appropriate government officials in cases of health and safety emergencies; and
State and local authorities, within a juvenile justice system, pursuant to specific State law
Regarding Confidential Institutional Records
Designation of the confidentiality of institutional records is determined by University policy. Graduate student researchers must follow all
departmental procedures regarding the release or review of confidential institutional records.
Regarding Access of University Records
Proper custody of university records includes but is not limited to:
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Keeping all paper records in a secure (locked) environment when the student researcher is not present
Keeping all electronic student records inaccessible by not accessing electronic records in unsecured locations
Using university provided e-mail accounts for official communications
Using current University electronic transmission standards for confidential information
Using complex password schemes for access to university electronic information systems (password schemes that use a combination of
uppercase, lowercases, special characters, and/or digits; for example: “Red_274”)
Keeping university- provided, anti-virus programs up to date with the current set of virus definitions
Statement of the University Graduate Research Student
I understand that by virtue of my being defined as a "Graduate Research Student” at Concordia University-St Paul I may have access to records,
which contain individually identifiable information, the disclosure of which is prohibited by the Federal Regulations including Family Educational
Rights and Privacy Act of 1974. In addition, I may have access to institutional records designated as confidential. I acknowledge that I fully
understand that the intentional or reckless disclosure by me of this information to any unauthorized person could subject me to criminal and civil
penalties imposed by law. If it is found that I violated this statement, I understand that I may be subject to discipline and/or termination of enrollment,
regardless of whether criminal or civil penalties are imposed.
By signing this statement I agree to abide by this standard. Graduate Program:
________________________________________ ____________________________________________ ____________
Graduate Student Name (please print)
Student Signature
Date
________________________________________ ____________________________________________ ____________
Capstone chair Name (please print)
Capstone chair Signature
V.01-2004
Date