Student Confidentiality and Privacy Policy

NWU is committed to protecting the privacy and confidentiality of all student, faculty, and institutional records. This policy governs the collection, storage, use, and sharing of personal information to ensure compliance with FERPA, state, and federal laws, as well as institutional best practices for data security.

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Contact Information

For questions regarding student privacy rights, FERPA compliance, or institutional data protection practices, students and staff may contact:

Chief Operating Officer

Email: onestop@nwuus.org

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Confidentiality and Privacy Standards

1. Compliance with FERPA

   • Student Rights: FERPA provides students with the right to:

     • Access and review their educational records within 45 days of a written request.

     • Request corrections to records that contain errors or inaccuracies.

     • Restrict the release of their records, except as permitted under FERPA (e.g., disclosures to school officials or legal authorities).

   • Annual Notification: NWU informs students annually of their FERPA rights through the Student Handbook and the institutional website.

2. Data Collection and Use

   • NWU collects personal and academic information solely for legitimate institutional purposes, such as admissions, enrollment, academic progress, and compliance reporting.

   • Collected data is used only for its intended purposes, with explicit consent where applicable.

3. Data Access and Sharing

   • Authorized Access: Only authorized personnel with legitimate educational or administrative interests may access confidential records.

   • Third-Party Disclosure: NWU does not disclose personal or academic records to third parties without prior written consent from the student, except in FERPA-permitted cases (e.g., accrediting agencies, legal authorities).

   • Directory Information: NWU may disclose directory information (e.g., name, address, email) unless a student opts out by submitting a formal request.

4. Secure Data Storage and Retention

   • Storage: Electronic records are stored on secure servers with encryption and multi-factor authentication. Physical records are kept in locked, access-controlled facilities.

   • Retention: Records are retained per NWU’s Record Retention Policy and state/federal guidelines. Academic transcripts are retained permanently.

   • Disposal: Records are securely disposed of using methods such as shredding or secure electronic deletion when retention periods expire.

5. Privacy of Online Interactions

   • NWU ensures that all online systems, including Learning Management Systems (LMS), comply with FERPA and other privacy standards.

   • Students and faculty must use unique login credentials and secure passwords to access institutional systems.

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Privacy Breach Management

In the event of a data breach, NWU will:

• Contain and Investigate: Identify the breach scope, secure affected systems, and investigate its cause.

• Notify Affected Parties: Inform students, faculty, or staff whose data may have been compromised, as required by law.

• Implement Corrective Actions: Address the breach cause and enhance security measures to prevent recurrence.​​