Section Content

Data Classification Examples

Please Note:
Attachment 1 is not intended to be an exhaustive list but is an attempt to capture the more common data elements/data records used by the University to conduct its daily business. Institutional Data that are not listed shall be considered sensitive until otherwise determined. For guidance on Institutional Data not listed in Attachment 1, email datagov@hawaii.edu.

Institutional Data Classification Category:

Public

Description
Student
Employee
Name
X
X
Major Field of Study
X
 
Class (i.e. freshman, sophomore, etc.)
X
 
Past and present participation in officially recognized activities (including positions held and official statistics related to such participation and performance)
X
 
Past and present participation in officially recognized sports (including positions held and official statistics related to such participation and performance)
X
 
Weight and height of members of athletics teams
X
 
Dates of attendance
X
 
Previous institution(s) attended
X
 
Full or part-time status
X
 
Degree(s) conferred (including dates)
X
 
Honors and awards (including dean's list)
X
 
Compensation (for executive/managerial and faculty only; salary ranges for all other employee groups)
 
X
Job Title
 
X
Business Address
 
X
Business Phone Number
 
X
UH Email Address
 
X
Job Description
 
X
Education/Training Background
 
X
Type of Appointment
 
X
Service Computation Date
 
X
Job Code/Occupational Group/Class Code
 
X
Collective Bargaining Unit Code
 
X
Department Code/Description
 
X
Island of Employment
 
X
Financial transactions which do not include personally indentifiable information
 
 

Notes:
According to UH Administrative Procedure A7.022, Procedures Relating to Protection of the Educational Rights and Privacy of Students, and consistent with federal FERPA regulations which gives institutions the latitude to restrict its list of directory information, UH email address, address, personal phone number, and UH ID number of students are NOT considered student directory information at the University of Hawai`i and therefore are not available to the general public.

According to UH Administrative Procedure A7.022, Procedures Relating to Protection of the Educational Rights and Privacy of Students, the University will not release lists of students' directory information, with certain exceptions.


Restricted

Description
Student
Employee
UH Email Address / UH Username
X
Address (street name and number)
X
 
Personal Phone Number
X
 
UH ID Number (may be referred to as Student or Employee ID number)
X
X
Photos, including those on ID cards, for University use
X
X
Banner PIDM
X
X
ODS PIDM
X
X

Note:
According to UH Administrative Procedure A7.022, Procedures Relating to Protection of the Educational Rights and Privacy of Students, and consistent with federal FERPA regulations which gives institutions the latitude to restrict its list of directory information, UH email address, address, personal phone number, and UH ID number of students are NOT considered student directory information at the University of Hawai`i and therefore are not available to the general public.


Sensitive

Description
Student
Employee
Date of Birth
X
X
Other education record date that is not considered directory or restriced information (such as gender, ethnicity, grades, courses taken, GPA)
X
 
Address
 
X
Personal Phone Number
 
X
Non-UH Email Address
X
X
Job Applicant Records (names, transcripts, etc.)
X
X
Salary and Payroll Information
X
X
Access Codes, Passwords, and PINs for Online Information Systems
X
X
Answers to "Security Questions" such as "What is the name of your favorite pet?"
X
X
Confidential information subject to attorney-client privilege
X
X
Information made confidential by a collective bargaining agreement
X
X
Detailed information about security/information systems (physical and/or network)
N/A
N/A
Any information protected by contracts, legal agreements, MOU/MOA/NDA, etc.
N/A
N/A

Note:
Although not considered Institutional Data, UH research data or other UH intellectual property should be treated as sensitive data.


Regulated

Description
Student
Employee
An individual's first name or first initial and last name in combination with any one or more of the following data elements, when either the name or the data elements are not encrypted:
 
 
  • Social Security Number
X
X
  • Driver license number or Hawai`i Identification card number
X
X
  • Account number, credit or debit card number, access code, or password that would permit access to an individual's financial account
X
X
Payment Card Industry Data Security Standard (PCI-DSS) information
X
X
Health information, including anything covered by the Health Insurance Portability and Accountability Act (HIPAA)
X
X
Financial aid information included on the Free Application for Federal Student Aid (FAFSA) application (e.g., income, asset, and other financial data, marital and dependency status, household size, etc.)
X