All student information is protected by the Family Education Rights and Privacy Act and, in most cases, cannot be released to anyone other than the student. In addition, persons with access to college records may also come in contact with information about college personnel that must also be treated as confidential. Unauthorized access, release, or use of information other than what is necessary to complete work assignments, and/or failure to maintain security precautions are grounds for student or employment discipline.

Restrictions on access to student information create pressure from the public to obtain student information from various college officers and departments. It is very important that a person with access to student or employee records follow proper guidelines when dealing with requests for release of information. All requests for student records or employee information from anyone other than that student or employee should be referred to the appropriate supervisor.

Information on individual students, such as address, phone number, class schedule, grades, etc. may be used by college personnel only for legitimate educational purposes and should be protected from other uses. Persons with access to this information must take all necessary precautions to protect its privacy in the use of printed reports and on-line student information system (SIS). This means that SIS screens may not be left unattended, and reports may not be left where unauthorized persons can view them. Additionally, information that is obtained by a person with lawful access may not use that information for any purpose outside the business tasks that have been assigned.

Any user who has access to the Montana State University Banner Student Information System must agree to do the following:

  • Maintain the user's personal SIS User ID and password in confidence and not disclose to or authorize use by any other individual.
  • Not release student information, in any form, to anyone other than the student, except in accordance with FERPA.
  • Ensure that any discussion of confidential student information with others be for educational purposes, and exercise care to keep conversations private.
  • Not leave reports and other confidential information lying about where unauthorized persons can gain access.
  • Not knowingly include or cause to be included in any record or report a false, inaccurate or misleading entry.
  • Require proper identification before discussing information pertinent to a student's records.
  • Not seek personal benefit or permit others to benefit personally by the user's access to SIS or by information that has come to the user by virtue of the user's work.

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