Calendar A-Z Index School of Arts and Sciences University of Pennsylvania

Sharing Records

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Sometimes it can be difficult to know when it is ok to share sensitive data. After all, for some functions carried out by Penn there is a legitimate need to use that information -- for example, as an educational institution we have to use information about grades and academic status.

In general, you should share information only with colleagues who need the information to do their jobs. For example, grades must be shared with the Office of the Registrar, and payroll data for work study students needs to be shared with Student Financial Services. But when in doubt, you should not share the information until you can be sure that it is required.

When you do share sensitive information, you still need to make sure you do it securely. For more information about sharing information, see Collaboration and PII