9.7 Protecting Personally Identifiable Information and Sensitive Data Policy

Select a Chapter:   


Chapter 9: Grants and Sponsored Projects

9.7 Protecting Personally Identifiable Information and Sensitive Data Policy


Related Minnesota State Board Policies: 5.23 Security and Privacy of Information Resources
Related Minnesota State Board Procedures: 5.23.1.1 – 5.23.1.13

Purpose:  To ensure that grant-funded projects protect student education records per applicable laws and regulations including the Family Educational Rights and Privacy Act (FERPA) and protect the security and privacy of information resources.

Part 1: Responsibilities
 

A. During initiation of a Federally-funded project, a “kick-off” meeting is held at which time the Principal Investigator/Project Director, Grants Specialist, and other key grant personnel meet to discuss project compliance matters.

B. During the kick-off meeting, the Grants Specialist will inform the Project Director and other key personnel will be advised – either verbally or in writing – of the requirement to safeguard personally identifiable and sensitive data and information. This will include a reminder of what are and are not education records per FERPA, security and privacy practices, data suppression, and the types of information on grant-funded projects that must be made available to the public if requested.

C. The Principal Investigator/Project Director will be responsible for secure storage of data during the period of the grant, at which time files will be submitted to the Office of Grants & Sponsored Projects for retention per Normandale and Minnesota State policies.

^ top  

  Policy History:
Date of Adoption:  4/02/2019
Department / Owner: Grants
Date and Subject of Revisions:
Next Review Date:  4/02/2023
^ top