The Academic Practices Subcommittee of the University ID Steering Committee has written a "best practices" letter that will be sent to all faculty regarding the use of the Social Security Number (SSN), the university identification number (UID), and the university login identification (ULID).
The amended version of Family Educational Rights and Privacy Act of 1974 (FERPA) prohibits the release of student records (non-directory information) without the express written permission of the student. Using a student’s SSN or UID or a portion of either number is a disclosure in a personally identifiable form under FERPA. Instructors may not post student grades in public areas by SSN, UID, or ULID. To post students’ grades, faculty must: 1) use a course-specific random numbering system that does not identify a student’s name or SSN, or 2) post the grades electronically using WebCT or another tool that allows students to only view their own grades.
Emailing grades is just like posting grades on the door of your office. The use of electronic mail to send grades is discouraged.
Instructors should be aware that they put the university at risk if they do not abide by FERPA's rules. The penalty for noncompliance with the federal regulations is withdrawal of Department of Education funds.
