UAlbany Internal Control Practices & Procedures

Subject: UAlbany Data Protection Statement

To: All UAlbany Faculty and Staff

January 27, 2025 

To All Faculty, Staff and Student Employees,

Protecting the confidentiality and integrity of University at Albany data is the responsibility of every UAlbany employee. Below are several reminders about how to appropriately handle data that you may access within the scope of your role with the university. Also below are guidelines for how to manage requests for data from people inside and outside the university community.  

Data Classification Standard: UAlbany’s Data Classification standard is a tool to determine the requirements and best practices for handling data and records. Click here to view the data classification standard chart. Note that some data categories, including Personally Identifiable Information and FERPA-protected data, must be handled with great care and a high degree of confidentiality. Please be sure to familiarize yourself with the access restrictions for FERPA records

Internal Data Requests: Refer to UAlbany’s Data Classification Standard to determine which types of data can be shared within the UAlbany community. When in doubt, contact the Office of General Counsel with questions.  

External Data Requests: If you or your office receives a request for non-public university information (e.g. student enrollment records or employee data) from an external source, contact the Office of General Counsel for guidance.

If the information request comes from a law enforcement agency, contact the University Police Department by calling 518-442-3131. UPD is trained to evaluate and respond to in-person and written requests from law enforcement agencies or their representatives; you should not attempt to evaluate or fulfil these requests without the assistance of UPD

Public Record Requirements: As a reminder, because UAlbany is an agency of the State of New York, most records are subject to disclosure under the Freedom of Information Law (FOIL). Requests for records under FOIL should be sent to the University’s Records Access Officer at [email protected]

Thank you for your help in ensuring the integrity of UAlbany data. 

Sincerely,

Todd Foreman
Vice President, Finance & Administration