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Types of Information: Confidential vs. Internal

 


Internal Information

This information is generally considered only for internal use by District school officials as needed for their job functions and is not disclosable to the public unless required by law.

  • Colleague ID (student/employee)

  • Driver’s license number

  • Student directory information marked private:
    (Note: Student directory information may be flagged as private at the request of the student and if flagged, must not be disclosed as public information. Contact your Registrar’s Office for more information.)
    • Name
    • Home address
    • Home phone numbers
    • E-mail address
    • Date and place of birth
    • Field of study
    • Classification
    • Enrollment status
    • Degrees and awards received
    • Dates of attendance
    • Participation in officially recognized activities and sports
    • Weight and height of members of athletic teams
    • Most recent previous school attended
    • Photographs
  • Employee information marked private:
    (Note: Employee information may be flagged as private at the request of the employee and if flagged, must not be disclosed as public information. Contact Human Resources for more information.)
    • Home address
    • Home phone numbers
    • Any information that reveals family members of an employee 
Confidential Information

This information is private and requires protection with the highest levels of security, as prescribed by applicable laws, regulations and standards including, but not limited to PCI Data Security Standard, GLB, FERPA, HIPAA, USA PATRIOT Act and Texas Administrative Code, Information Security Standards for Higher Education. This information is available to District school officials on a need-to-know basis (based on applicable laws, regulations and standards).

  • Social security numbers (SSN)
    (Note: SSNs are not needed to uniquely identify faculty, staff or students since all students and employees are assigned a unique Colleague Employee/Student ID. Unless SSNs are specifically needed, SSNs should be replaced with the Colleague IDs in spreadsheets, reports, forms, non-Colleague databases, emails, etc. Use of SSNs requires adherence to many laws and regulations, and should be avoided in favor of Colleague IDs in almost every case.)

  • Passwords

  • Credit or debit card numbers (and security codes) or bank account numbers

  • Grades and academic standing

  • Medical records protected by HIPAA