Handling Sensitive Information

The University of Toledo is responsible for collecting, storing, and distributing very large amounts of information.  Some of this information is federally legislated as private and must be protected in accordance with laws such as the Family Education Rights and Privacy Act (FERPA) of 1974 (for student records), the Gramm-Leach-Bliley Act (GLBA) of 1999 (for personal financial information), and the Health Insurance Portability and Accountability Act (HIPAA) of 1996 (for personally identifiable health information).  In accordance with the responsible use of Information Technology Policy, all of us--faculty members, custodians, administrative assistants, secretaries, computer support staff--have a responsibility to protect information about our patients and students from public disclosure.  It doesn't matter whether this information is on the network computer, on a printout, a computer screen, a diskette, a CD-ROM, etc.

Information that is classified as “sensitive” must be protected and cannot be disclosed or disseminated to the public (people who are not employees of the university).  Much of the information about our patients and students is considered sensitive.

All employees and users of network computing resources at UT have a role in protecting the University's information assets because their machines provide potential gateways to sensitive information stored on the network.  Therefore, whether or not you deal directly with sensitive or confidential University information, you should take the following steps to reduce risk to UT’s information assets.

Examples of sensitive information include, but are not limited:

  • Social Security Number
  • Birthdate
  • Home Phone Number
  • Home Address
  • Health Information
  • Student Grades
  • Gender
  • Citizenship
  • Ethnicity
  • Citizen Visa Code
  • Veteran Disability Status
  • Courses Taken
  • Schedule
  • Test Scores
  • Advising Records
  • Educational Services Received
  • Disciplinary Actions
  • Patient Records
Last Updated: 6/30/19