Universities' Student Data Protection: Strategies And Challenges

In today's data-driven world, universities have access to a lot of sensitive student information, from academic grades to health records and financial data. With the shift to remote learning, this data is more vulnerable than ever to breaches and unauthorised access. So, how do universities protect their students' data? In the US, there are several federal laws in place to protect student privacy, including the Family Educational Rights and Privacy Act (FERPA), the Children's Online Privacy Protection Act (COPPA), and the Children's Internet Protection Act (CIPA). These laws are administered by different branches of the federal government and police possible cyber dangers to minors. Universities also have their own data protection practices, such as using Virtual Private Networks (VPNs) and strong passwords, and educating students and staff on remote data privacy practices.

Educating students and staff on data privacy

Crafting Clear and Direct Messages

Universities should create clear and concise messages about data privacy policies. This can be done through an official email outlining the policy, including guidance on handling sensitive data and what to avoid. The message should be simple and easily understandable by all students and staff.

Utilizing Social Media Platforms

Universities should leverage their official social media channels, such as Facebook, Twitter, and Instagram, to communicate data privacy practices. Creating engaging and creative content, such as videos and memes, can help capture the attention of students and staff, encouraging them to share the information with their peers.

Regular Reminders and Updates

With the dynamic nature of data privacy, it is crucial to provide regular reminders and updates to students and staff throughout the academic year. This helps prevent a lapse in privacy awareness as individuals become accustomed to remote learning or online activities.

Establishing a Dedicated Support Channel

Universities should designate a support channel, such as an email address, live chat, or phone number, where students and staff can seek assistance or report concerns related to data privacy. This ensures that individuals have a direct point of contact for their queries and encourages a culture of proactive reporting.

Teaching Data Tracking Vocabulary

Incorporating data privacy into academic lessons can empower students with the knowledge and skills to protect their personal information. Educators can introduce and explain key terms such as "cookies", "behavioural targeting", "retargeting", "biometrics", "machine learning", and "digital citizenship". Helping students understand these concepts will enable them to make informed decisions about their data.

Differentiating Between Credible Information and Misinformation

Students need to be able to discern reliable information from misinformation online. Educators can teach critical thinking skills by analysing the credibility of sources, considering potential biases, and being cautious with content containing advertisements or affiliate links. This will help students make informed decisions about the information they encounter and reduce their vulnerability to online exploitation.

Encouraging Hands-on Research Projects

Universities can encourage students to conduct hands-on research projects related to data privacy. For example, students can investigate a specific app's data collection practices or explore key terms like "digital footprint" and "misinformation". These projects will help students understand data privacy while also practising safe online behaviours.

Providing Practical Tips for Data Security

In addition to awareness, universities can offer practical tips to help students and staff secure their data. This includes using Virtual Private Networks (VPNs) for university-related tasks, avoiding unsecured public networks, limiting device backups, and creating strong and unique passwords.

By implementing these strategies, universities can effectively educate students and staff about data privacy, empowering them to protect their personal information and navigate the digital world safely.

Using Virtual Private Networks (VPNs)

A Virtual Private Network (VPN) is a cybersecurity tool that encrypts your internet connection and hides your location, protecting your privacy and anonymity while browsing the web. It acts as a digital "bodyguard" that runs in the background, keeping you safe whether you're at home, at work, or on public Wi-Fi.

When using a VPN, all your data is encrypted from the moment it leaves your device. It passes through a safe intermediate stage, known as a VPN server, which hides your private information. This server can also make it appear as though you are logging on from another location, allowing you to access geo-locked services.

Using a VPN is critical to protecting your student data, especially when using public networks. It works by connecting you to a private server that scrambles your computer's data, including changing your device's unique IP address and masking your online behaviour. This way, even your university's IT administrators won't be able to see your internet activity when using their Wi-Fi network.

However, it's important to choose a reputable VPN provider, as some may log your data or have security vulnerabilities. Additionally, using a VPN may slow down your internet connection, especially if the VPN servers are busy.

To set up a VPN, you'll need to choose a VPN provider and install the VPN client on your device. This usually involves downloading and installing an app, which will then run in the background to protect your data.

Using a VPN is a simple and effective way to protect your online privacy, especially when combined with other security measures such as strong passwords and two-factor authentication. It is a powerful tool to maintain your digital privacy and security, ensuring that your student data remains confidential.

Creating strong passwords

Length:

A strong password should be at least 12 characters long, with longer passwords being more secure. Aim for 14 or more characters if possible. The longer your password is, the more difficult it becomes for hackers to guess or crack it.

Complexity:

Use a combination of uppercase letters, lowercase letters, numbers, and symbols. Avoid common patterns like "qwerty" or "12345". Don't use easily accessible personal information such as your name, birthday, or pet's name. Instead, opt for a random string of characters that is hard to guess.

Uniqueness:

Create unique passwords for each of your important accounts, such as email, banking, and social media. Reusing passwords across multiple accounts is risky. If someone gains access to one account, they could potentially access your other accounts as well.

Passphrases:

Consider using a passphrase instead of a single word. A passphrase is a sentence or a series of unrelated words that are easy for you to remember but difficult for others to guess. For example, "HorsePurpleHatRunBay" or "6MonkeysRLooking^".

Password Managers:

Remembering multiple complex passwords can be challenging. Instead of writing them down, consider using a password manager. Password managers generate, store, and fill in strong, unique passwords for each of your accounts. You only need to remember one master password—the one for the password manager itself.

Multi-Factor Authentication (MFA):

Enable MFA whenever possible. MFA adds an extra layer of security by requiring an additional form of identification, such as a one-time code or biometric data, in addition to your password. This helps protect your account even if someone else discovers your password.

Understanding student data collection

Colleges and universities collect vast amounts of student data, including sensitive information such as social security numbers, credit card information, names of parents or family members, and address details. Other types of data collected include demographic information such as age, race, gender, economic status, and special educational needs. Academic data may include course enrollment, completion rates, grades, and student growth.

Additionally, schools collect behavioral data like attendance records, extracurricular activities, and participation and engagement on learning platforms. All this data is used to improve their offerings and promote enrollment, retention, and completion rates.

With the shift to remote learning, there is an increased risk to private student data. Universities must ensure that platforms providing remote access to health records or online payments are compliant with relevant laws and regulations, such as HIPAA and PCI DSS.

It is crucial for universities to understand the types of data they collect, who has access to it, and how it is protected. By doing so, they can safeguard student privacy and comply with federal and state laws designed to protect student data.

Opting out of data sharing

Students may be able to opt out of data sharing with third parties, such as Google Analytics. They can also opt out of sharing directory information, including their name, major of study, dates of attendance, and degrees conferred. Additionally, students may be able to opt out of sharing their coursework and grades.

However, opting out of data sharing may not always be in the best interest of the student. In some cases, opting out may lead to inequities and negatively impact certain groups of learners. This is known as consent bias. For example, in a study conducted at the University of Michigan in 2019, women were more likely to opt out of data sharing than men, and Black students were less likely to respond than white students. As a result, support tools and educational algorithms may become less accurate for these groups of students.

Therefore, while students have the right to privacy and control over their data, it is essential to consider the potential consequences of opting out of data sharing. Universities should engage with their students and build trust by being transparent about the data they collect and how it is used.

Frequently asked questions