Information may be shared by school officials in furtherance of their duties for educational purposes. When information is requested by non-school officials, the request must be reviewed according to the following criteria. There are two categories of student information relevant to this policy. The first, Personally Identifiable Information, is data that SUNY Poly will not share without written consent of the student. The second, Directory Information, is data that may be shared without written consent of the student. Exceptions are possible based on federal and state legal statutes.
Disclosure of directory information is discretionary rather than mandatory. SUNY Poly has the right to disclose Directory Information to some persons/entities but not others. Requests for student directory information that meet a legitimate College interest, and which are in compliance with Information Resources security policies, must be addressed to the Registrar’s Office for approval.
Personally Identifiable Information (consent needed)
- Email addresses that are not assigned by SUNY Poly
- Date and place of birth
- Social Security number
- Campus ID or digital identity
- Citizenship
- Race
- Gender
- Religion
- Grades including mid-semester evaluations
- Schedule of classes
- Withdrawal date
- Vehicle registration plate number
- Driver’s license number
- Credit card numbers
- Criminal record
- Name(s) of student family members
- Address(es) of student family members
Directory Information (no consent needed for release)
- Name
- Permanent address
- Telephone number(s) (other than local number as listed in the Campus Information Directory)
- SUNY Poly e-mail address
- Local telephone number as listed in Campus Information Directory
- Local Address as listed in Campus Information Directory
- Individual photograph or electronic image
- Class standing
- Age in years (does not include birthdates of individual student)
- Academic Major
- School of Study
- Dates of attendance
- Degree(s) earned
- Honors, awards, special recognitions, scholarships
- Participation in officially recognized college activities, events, and sports
- Height and weight (student athletes only)
- Student’s most recent educational institution attended
Student Request for Confidentiality
Any student who wishes their directory information to be unlisted must submit a written request to the Registrar – advisably by the end of the first week of the semester. Thereafter, the student’s directory information will remain unlisted until the student requests otherwise.
Consent to Use of Photographic Images
As part of its mission to promote student success and institutional excellence, SUNY Poly may photograph, film, or otherwise record students during classes, events, or other campus-related activities. These photographs, video footage, and audio recordings may be used by SUNY Poly for official marketing, promotional, or educational purposes across print, digital, or social media platforms. By enrolled at SUNY Poly, students grant the university permission to use their image or voice in these materials. Student images or videos that are selected to be used in paid advertising campaigns on behalf of the university, may be asked to sign an image release form, which can be viewed here.
If you have questions or concerns about this policy or wish to discuss the use of your image or likeness, you are encouraged to contact the Office of Student Affairs at studentaffairs@sunypoly.edu.