La. Admin. Code tit. 28 § IV-113

Current through Register Vol. 50, No. 9, September 20, 2024

Section IV-113 - Personally Identifiable Information (PII)

A. The board recognizes that personally identifiable information must be collected and maintained to determine whether a student meets the initial and continuing eligibility requirements for state and federal financial aid programs administered by the board, and when required by law for use in preparing and submitting reports required by state and federal law.

B. The board is required by the TOPS statute to inform "all students of the availability of the assistance...early enough in their schooling that a salutary motivational effect is possible."

C. It is the intent and policy of the board that:

1. LOSFA will collect and maintain only that PII necessary to fulfill the boards program responsibilities and duties, including but not limited to:

a. providing information to participating students beginning in the eighth grade that will guide and motivate students to prepare for and to achieve eligibility for financial aid programs to attend postsecondary education;

b. determining the initial eligibility of participating students for financial aid;

c. determining the continuing eligibility of students awarded financial aid;

d. making payments for students who have been awarded financial aid; and

e. submitting reports and assessments required by state or federal law regarding the effectiveness of the financial aid programs administered by LOSFA;

2. LOSFA will maintain and comply with policies and procedures to protect PII from disclosure to third parties/entities that have not been authorized to have access by:

a. state or federal law;

b. the parent or legal guardian of the person to whom the PII applies, if the person is not at least 18 years old or judicially emancipated or emancipated by marriage; or

c. the person to whom the PII applies, if the person is at least 18 years old or judicially emancipated or emancipated by marriage;

3. LOSFA will ensure that LOSFA employees will have access only to that PII that is necessary to perform their duties;

4. LOSFA will provide information to parents, legal guardians, students and schools regarding:

a. requirements for consenting to the release of PII to LOSFA;

b. possible college access advantages provided to students by consenting to the release of PII to LOSFA; and

c. adverse consequences of withholding consent for release of PII to LOSFA;

5. LOSFA will develop and use consent forms that inform students, parents, and legal guardians of:

a. purpose(s) for which the PII will be used;

b. who will have access to the PII;

c. how long the PII will be retained by LOSFA; and

d. how the PII will be destroyed at the end of the retention period;

6. LOSFA will destroy PII that is no longer necessary to fulfill the boards program responsibilities and duties.

La. Admin. Code tit. 28, § IV-113

Promulgated by the Student Financial Assistance Commission, Office of Student Financial Assistance, LR 41649 (4/1/2015), Amended by the Board of Regents, Office of Student Financial Assistance, LR 44485 (3/1/2018).

AUTHORITY NOTE: Promulgated in accordance with R.S. 17:3021-3031.