Confidentiality of Library Records
The Heard Library maintains the confidentiality of patron records. Working at the library you will have access to sensitive patron information, including patron records, registration records, fines/fees, fulfillment histories, and other records. Due to the FERPA law – information cannot be disclosed to anyone without the patron’s permission.
Under no circumstances are you to share any patron information with any other patrons, including parents of students. Please contact a supervisor to handle these queries.
Libraries Statement of Confidentiality Web form
What: The Student Assistant Training Committee, working with LTDS, HR, and the Office of the University Registrar, has created a web form that each student assistant in the Vanderbilt Libraries must complete before working with patron records (including Alma).
How: Supervisors will provide the web form to their student assistants via https://secureforms.library.vanderbilt.edu/students/ferpa.php. Student assistants will select their supervisor from a drop-down menu when completing the form. Once completed, the supervisor will receive a copy of the form; only the supervisor selected will receive the form.
Why: Library student assistants have access to FERPA protected information. Examples include:
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Contact information
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Current loans and loan history
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Fines and fine history
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Notes (if applicable)
The Office of the University Registrar recommends that student workers receive FERPA training and sign a confidentiality statement. Additionally, FERPA protected information and information privacy is a vital component of the Library Bill of Rights.
When: Student Assistants should read and sign the Libraries Statement of Confidentiality before they begin their training in Alma or before they are given access to other FERPA protected information.
Storage: Supervisors should retain the Libraries Statement of Confidentiality throughout the student assistant’s employment. The storage method can be decided by the supervisor.
Other training:
The Oracle FERPA training is also encouraged.
