Law / United States / 
Ohio
Kent State University, collection, retention and dissemination of information about students
Ohio Admin. Code 3342-5-08, 3342-5-08.101, 3342-5-08.102 and 3342-5-08.2
In force since .
A sensitive categories rule binding government bodies.
- Instrument type
- a regulation made under an act
- Obligation class
- Consent, Data subject rights, Prohibition
What it requires
- This binds Kent State University, its offices and its school officials; it reaches a vendor as a person or business formally authorized to act for the university that manages student education record information, which the rule counts as a school official (rule 3342-5-08.101(E)(2)(b)(i)).
- If you are Kent State University, ensure that student information is not improperly disclosed or used for other than authorized purposes without the student's consent, unless required by law (rule 3342-5-08(B)(3)).
- If you are Kent State University, release restricted student information, meaning information in educational records that is not directory information, only with the student's written permission, except as the law allows (rule 3342-5-08.101(D)(3)(b) and (E)(2)(b)).
- If you are Kent State University, record in the student's file each release of non-directory information to an external party made without the student's consent, and give every release of non-directory information a warning that it must not be passed on to fourth parties (rule 3342-5-08.101(E)(2)(b)(ix)).
- If you are Kent State University, give students access to their own educational records within a reasonable period not to exceed forty-five days of the request (rule 3342-5-08.101(F)(1)).
- If you are Kent State University, make no student roster available to a nonuniversity source other than a contractor performing university services, and grant no list to anyone seeking to solicit for personal gain (rule 3342-5-08.102(A)(8) and (A)(9)).
These lines are LexLint's reading of the law's text.
What this law does
Rule 3342-5-08 of the Ohio Administrative Code requires Kent State University to ensure that student information is not improperly disclosed or used for other than authorized purposes without the student's consent, unless required by law. University personnel who are custodians of data files containing sensitive information must take reasonable precautions to ensure that student data are reliable and not misused.
Rule 3342-5-08.101 implements that policy, and under it restricted student information may be released only with the student's written permission, with the exceptions allowed by law. School officials with a legitimate educational interest may include persons or businesses formally authorized to act for the university who manage student education record information.
A release of non-directory information to external parties without the student's consent must be recorded in the student's file, and any release of non-directory information must carry a warning that it must not be passed on to fourth parties. Students have access to their own educational records within a reasonable period not to exceed forty-five days of the request.
Under rule 3342-5-08.102, no student rosters may be made available to nonuniversity sources, other than to contractors performing university services. No lists are granted to individuals or organizations seeking to solicit for personal gain. Rule 3342-5-08.2 states that the university requires every student who has a social security number to disclose it to the university, and that the number becomes the student's I.D. number, used on most university records.
Rule 3342-5-08.101 took effect in its current form . Section 3345.011 of the Revised Code defines a state university as a public institution of higher education that is a body politic and corporate, and recognizes Kent State University as a state university.
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