Social Security numbers left in hallway

Upon entering an institution of higher learning, students typically expect some degree of confidentiality in the maintenance of their academic records and personal information. \nBut when that confidence is breached, trust in that institution begins to dwindle. This was precisely the reaction provoked when a stack of opened boxes containing private student information, including social security numbers and payroll stubs, was left unattended in Maxwell Hall last week as the University Division completed the final stages of relocation.\nBecause the University Division is moving from Maxwell Hall to Ashton Center for a few years, the moving process has been a "huge project," said Sally Dunn, acting dean for University Division.\nDunn said Thursday was the last day boxes were to be transported to Ashton. When several staff members checked the hallways for stray materials before leaving Thursday, they saw nothing, Dunn said. She credits the stray boxes to careless movers.\n"It appears that on the last day of moving, the professional movers overlooked those two boxes of material," Dunn said. The boxes were to be taken to an external source for shredding.\nDunn said most faculty and administrative staffs in the University contract with external shredders, though internal sources of shredding are often utilized. She said she's never personally investigated the credentials of the shredders because she "never felt the need to."\nBut the ease with which external sources may come in contact with personal records alarms many students, unsure of their confidentiality rights.\nAccording to Part I, Section F, Item 3 of the Code of Students Rights, Responsibilities, and Conduct, a "student has the right to have his or her education records maintained on a confidential basis by the University, subject to the rules and regulations stated in the Indiana University Policy on Student Records." \nSection F of Appendix 4 of the Code does specify this provision may be broken in times of "emergency." These include a serious threat to health or safety, the need for access in meeting the emergency, whether the person requesting the materials is in a position to deal with the emergency, and the how quickly the matter must be handled.\nYet the stray boxes of student records in Maxwell Hall were not placed there in a time of emergency; nor did a single individual request their disclosure. Rather, containing sheafs of paper detailing such private information as student social security numbers, the boxes lay open to the public. \n"This is an anomaly," Dunn said. "To my knowledge, it's never happened before. As soon as we were informed of the incident, we went over and picked them up."\nTo secure records, students must submit a written request to the Office of the Registrar, dean, or other appropriate faculty member. The University will then arrange a date and time for the student to review the records, according to the University's Annual Notification of Student Rights Under the Family Educational Rights and Privacy Act.\nStudents may also request to amend records they feel are inaccurate or misleading. Written requests must be submitted to the University clearly identifying the part of the record the student wants changed and explain why it is inaccurate. If the University chooses not to amend the record, the student is entitled to a hearing concerning the request.\nStudents also reserve the right to consent to the disclosure of "personally identifiable information." The University will disclose academic records to another school if requested.\nBut FERPA authorizes some disclosure without consent to school officials with "legitimate educational interests" -- individuals who need to review a record to "fulfill his or her professional responsibility," according to FERPA. Additionally, "public information" may be dispensed freely unless the student files a form, available at the Office of the Registrar. Public information includes name; address; college or division; class standing; degrees and awards; activities; sports; and athletic information. \nDunn extended an informal apology on behalf of the University Division, noting the staff will take a final pass through the building before closing its door this weekend.