Security :: Procedure for Submitting Faculty Confidentiality Statements

Printer-friendly version

Any faculty member needing access to personally identifiable or confidential data, including student class records and the ability to post grades, must have a signed faculty confidentiality statement on file with Human Resources."Faculty" includes tenure track, probationary, emeritus, and retired faculty, lecturers, counselors, coaches, graduate teaching assistants, and volunteers who teach classes.

Procedure for Submitting the Confidentiality Statement

  1. Read the Confidentiality Statement
  2. Enter your name and title online OR print and complete the form by hand. Sign and date the document.
  3. Make a copy and keep it for your records
  4. Send the original signature page to your Dean's Office. 

Your Dean will co-sign the signature page and forward it to the Vice President for Administrative Affairs. The Vice President will also co-sign the signature page and forward it to the Technology Help Desk, who will enter it into PeopleSoft and then forward the document to Human Resources for filing.

Faculty will not be able to access Faculty Center or Moodle courses as an instructor until this form has been entered into PeopleSoft.

Once the form has been filed with HR, access will be granted to the appropriate applications and data.Access to University databases that contain personally identifiable information (PII) or other confidential information also requires approval from the custodian of that information. Access requests should be made using the CMS Access Request Form (ARF). A complete list of data custodians can be found in UML 05-03 Student Records Access Policy.

The following information is provided to help faculty understand their responsiblities in protecting personally identifiable information and other sensitive and confidential data. 

  1. Information Use and Confidentiality - Self-administered Training Materials. This document provides faculty with a useful outline of federal and state laws and policies that govern access to personally identifiable and/or confidential information.
  2. The optional FERPA Tutorial is a short online course that presents an overview of responsibilities under the Federal Family Educational Rights and Privacy Act. Although this material is covered in the document above, the tutorial includes scenarios presented in a quiz format (non-graded, non-recorded) that is helpful in ensuring FERPA compliance.
  3. Complete the online Security Awareness Training. In collaboration with the CSU campuses, the Chancellor’s Office has developed a web-based information security awareness training course designed to provide campus community members with guidance on securing HSU information resources. This required web-based course will help safeguard personal information as well as accessed University data. All faculty and staff are enrolled in this course when they join the University.

If you have questions, please email them to or call Information Security at (707) 826-3815.