Main Nav

Good morning, Colleagues! I have a strange question for you…

 

When we had our students on Exchange, we had various security policies that we applied, including the enforcement of campus-wide broadcast/distribution messages (all users). Since those “good old days,” we have moved our students into the Google biosphere and it was brought to my attention that the students are sending widely distributed broadcasted messages to all google users (students).  Because this is in the commercial realm, we have not restricted/prevented this use…but have sent out reminders about the policy for educational purposes. I am of the opinion that if they are not abusing my exchange users, then I am not concerned.

 

My question to the constituency is do have a policy that prevents your “google” users from doing this? If so, how are you enforcing it?  **I have far too many things to do to add “google e-mail police” to my  never-ending list!

 

Thank you in advance!

 

 

Nathaniel E. Hewitt, III

Vice President for Information Systems and Technology

Wiley College

711 Wiley Avenue

Marshall, Texas 75670

903-923-2404 (office)

903-263-9630 (cell)

903-927-2672 (fax)

nhewitt@wileyc.edu

Visit us on the web at www.wileyc.edu

Wiley College: Home of The Great Debaters

 

 

 

This e-mail and any attachments are intended only for use by the addressee(s) named herein and may contain legally privileged and/or confidential information. If you are not the intended recipient of this e-mail, you are hereby notified any dissemination, distribution or copying of this e-mail, and any attachments thereto, is strictly prohibited. If you received this e-mail in error, please notify the sender and delete this e-mail from your system.

Comments

Nathaniel,
 
Not a strange question to me.  If I understand it correctly, we have all students in a group.  We have the access level set to "Announcement-only" so the owners of the group can post messages and view the member list.  Since the student's email address is not directory information, we had to block the ability for the students to view the directory of all of the students as well.  The Registrar's office said it was a FERPA violation.
 
We had an incident before we restricted it.  Since the incident, we've locked it down.  Right now, I believe only IT, PR and the Registrar's office can email the student body.
 
Dave

 
David Hoyt
Chief Information Systems Officer
 
  Collin College     
  Collin Higher  Education Center
  3452 Spur 399
  McKinney, TX  75069
 
P - 972.599.3133   F - 972.599.3131
>>> On 11/22/2013 at 8:08 AM, in message <1428CD33FB93724F8F62B01A88124609011D5B528E@wileymail-gd.wileyc.edu>, "Hewitt, Nathaniel" <nhewitt@WILEYC.EDU> wrote:
Good morning, Colleagues! I have a strange question for you...

When we had our students on Exchange, we had various security policies that we applied, including the enforcement of campus-wide broadcast/distribution messages (all users). Since those "good old days," we have moved our students into the Google biosphere and it was brought to my attention that the students are sending widely distributed broadcasted messages to all google users (students).  Because this is in the commercial realm, we have not restricted/prevented this use...but have sent out reminders about the policy for educational purposes. I am of the opinion that if they are not abusing my exchange users, then I am not concerned.

My question to the constituency is do have a policy that prevents your "google" users from doing this? If so, how are you enforcing it?  **I have far too many things to do to add "google e-mail police" to my  never-ending list!

Thank you in advance!


Nathaniel E. Hewitt, III
Vice President for Information Systems and Technology
Wiley College
711 Wiley Avenue
Marshall, Texas 75670
903-923-2404 (office)
903-263-9630 (cell)
903-927-2672 (fax)
nhewitt@wileyc.edu
Visit us on the web at www.wileyc.edu
Wiley College: Home of The Great Debaters



This e-mail and any attachments are intended only for use by the addressee(s) named herein and may contain legally privileged and/or confidential information. If you are not the intended recipient of this e-mail, you are hereby notified any dissemination, distribution or copying of this e-mail, and any attachments thereto, is strictly prohibited. If you received this e-mail in error, please notify the sender and delete this e-mail from your system.

**********
Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

David,

Student e-mail address is not protected by FERPA – as your registrar interpreted. There is so much misinterpretation by those who are responsible for FERPA enforcement on camus. Please see the following paragraph from UU Department of Education FERPA site:

http://www2.ed.gov/policy/gen/guid/fpco/ferpa/students.html

“Another exception permits a school to non-consensually disclose personally identifiable information from a student's education records when such information has been appropriately designated as directory information. "Directory information" is defined as information contained in the education records of a student that would not generally be considered harmful or an invasion of privacy if disclosed. Directory information could include information such as the student's name, address, e-mail address, telephone listing, photograph, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, the most recent previous educational agency or institution attended, grade level or year (such as freshman or junior), and enrollment status (undergraduate or graduate; full-time or part-time).”

However, an institution may still want to block broadcast e-mail to keep sanity in the space.

Cheers,

Anwar

Anwar Karim | Director of Infrastructure & Engineering Services/CTO
Office of Information Technology | Montgomery College | Rockville, Maryland 20850

Phone: 240-567-3212 |  Fax: 240-567-3007 |  anwar.karim@montgomerycollege.edu

Whether a field is protected by FERPA depends on how the university defines directory information. Some universities define e-mail as directory information, and some do not. So if your university defined it as non-directory information, then it is protected by FERPA.

Kevin Shalla

Academic and Enrollment Services

University of Illinois at Chicago

 

We do not use Google groups for all university mailings; we use mailing lists.  We have one overall group but we have limited to announcements and restricted access.  We haven't had any incidents of students mailing to all other students, so I'm not sure what configuration difference there may be that is allowing your students to do this.

We are another university that does not include student email address as directory information under FERPA.  But that doesn't stop students from sharing email with each other and mailing as they choose.  It just isn't directory information and we do not include it on any mass-mailed TO: lines.

Theresa




Close
Close


Annual Conference
September 29–October 2
View Proceedings

Events for all Levels and Interests

Whether you're looking for a conference to attend face-to-face to connect with peers, or for an online event for team professional development, see what's upcoming.

Close

Digital Badges
Member recognition effort
Earn yours >

Career Center


Leadership and Management Programs

EDUCAUSE Institute
Project Management

 

 

Jump Start Your Career Growth

Explore EDUCAUSE professional development opportunities that match your career aspirations and desired level of time investment through our interactive online guide.

 

Close
EDUCAUSE organizes its efforts around three IT Focus Areas

 

 

Join These Programs If Your Focus Is

Close

Get on the Higher Ed IT Map

Employees of EDUCAUSE member institutions and organizations are invited to create individual profiles.
 

 

Close

2014 Strategic Priorities

  • Building the Profession
  • IT as a Game Changer
  • Foundations


Learn More >

Uncommon Thinking for the Common Good™

EDUCAUSE is the foremost community of higher education IT leaders and professionals.