Registrar

Student Data and Personal Identifiable information

In conjunction with the Family Educational Rights and Privacy Act (FERPA) and the Gramm-Leach Bliley Act (GLBA), Southern Illinois University Edwardsville (SIUE) is committed to and recognizes the importance of privacy and protecting the personal data of our students.

Per policy 3G2, "Student" is defined as a person who is or has been enrolled at Southern Illinois University Edwardsville in a course of study either on campus or off campus.

SIUE includes the following as Personal Identifiable Information (PII):

• The name of a student, student's parents, student's spouse, or other immediate family members.
• The address of the student.
• Student's identification number.
• A list of personal characteristics which would make the student's identity easily traceable.
• Other information would make the student's identity easily traceable.

How do we use Personal Data?

The collection and utilization of personal data are necessary for SIUE to achieve its mission. SIUE processes personal information for various reasons, including, but not limited to:

• Academic admissions and enrollment
• Student Registration
• Distribution of grades and milestones related to the academic record for a variety of communications and processes
• Record retention
• Delivery of classroom, online, and study-abroad educational programs
• Approved research and analysis 
• Related services for engagement related to the student experience, such as web directory, health insurance, athletic events, peripheral systems,  etc.
• Residence life
• Student organizations
• Student Affairs activities
• Compliance with Freedom of Information Act (FOIA) requests and guidelines
• Compliance with internal procedures and guidelines 
• Compliance with all applicable federal, state, and local laws

Students may object to the release of their directory information by submitting a Directory Information Release form. This form can also be found in the Service Center. SIUE publishes a web directory. The information in the directory is refreshed once in the fall and once in the spring. To ensure exclusion from this online publication, the Directory Information Release form must be on file by the end of the first week of the semester during which the objection is to go into effect. Once filed, requests to withhold directory information will remain in effect until the student submits a written cancellation of the request. Please keep in mind that this will also exclude your name and information from Dean's listing in local newspapers unless the Office of the Registrar is contacted. 

The University's complete Policy on the Release of Student Information and Access to Student Records may be found online.

How to manage or update your Data in CougarNet

To Edit an Email 

• Log into CougarNet
• Navigate to Personal Information
• Then go to General Self Service
• Go to Personal Information
• Go to the Email Tab
• Click on the edit, pencil shape, button on the email you want to change.
• Click on Email Address
• Change to email address
• If it is the preferred email to receive SIUE emails, click Mark as Preferred.
• Click Update
• Should have a notification saying Saved Successfully.

To Add an Email

• Log into CougarNet
• Navigate to Personal Information
• Then go to General Self Service
• Go to Personal Information
• Got to the Email Tab
• Click Add New
• Click on Email Type
• Choose which is applicable
• Enter Email Address
• If it is the preferred email to receive SIUE emails, click Mark as Preferred.
• Click Add
• Should have a notification saying Saved Successfully.

To Remove an Email

• Log into CougarNet
• Navigate to Personal Information
• Then go to General Self Service
• Go to Personal Information
• Go to the Email Tab
• Go to the email that needs to be removed
• Click on the delete, trashcan, button.
• Click delete

To Edit a Phone

• Log into CougarNet
• Navigate to Personal Information
• Then go to General Self Service
• Go to Personal Information
• Go to Phone Number Tab
• Click on the edit, pencil shape, button on the email you want to change.
• Enter Area Code in the first box
• Enter Phone Number in the second box
• If you have an extension, enter it in the third box
• If it is an international phone number, enter in in the International Access Code and Phone Number
• If the phone number is primary mark it in the Primary box
• If the phone number needs to be unlisted, mark it in the Unlisted box
• Click Update
• Should have a notification saying Saved Successfully.

To Add a Phone Number

• Log into CougarNet
• Navigate to Personal Information
• Then go to General Self Service
• Go to Personal Information
• Go to Phone Number Tab
• Click on Add New
• Click on Phone Type
• Choose which is applicable
• If you have an extension, enter it in the third box
• If it is an international phone number, enter in in the International Access Code and Phone Number
• If the phone number is primary mark it in the Primary box
• If the phone number needs to be unlisted, mark it in the Unlisted box
• Click Add
• Should have a notification saying Saved Successfully.

To Remove a Phone

• Log into CougarNet
• Navigate to Personal Information
• Then go to General Self Service
• Go to Personal Information
• Go to the Phone Tab
• Go to the phone that needs to be removed
• Click on the delete, trashcan, button.
• Click delete

To Edit an Address

• Log into CougarNet
• Navigate to Personal Information
• Then go to General Self Service
• Go to Personal Information
• Go to the Address Tab
• Click on the edit, pencil shape, button on the address you want to change.
• Once done, click Update
• Click Update
• Should have a notification saying Saved Successfully.

To Add an Address

• Log into CougarNet
• Navigate to Personal Information
• Then go to General Self Service
• Go to Personal Information
• Go to the Address Tab
• Click on the edit, pencil shape, button on the address you want to change.
• If it is current address, make sure the dates fit with the other addresses.
• Once done, click Update
• Click Update
• Should have a notification saying Saved Successfully.

To Remove an Address

• Log into CougarNet
• Navigate to Personal Information
• Then go to General Self Service
• Go to Personal Information
• Go to the Address Tab
• Go to the Address that needs to be removed
• Click on the delete, trashcan, button.
• Click delete

Pronouns and Gender Identification

• Log into CougarNet
• Navigate to Personal Information
• Then go to General Self Service
• Go to Personal Information
• Go to Edit in the Personal Details tab
• Click on Personal Pronoun
• Choose which is applicable
• Click Update
• Click on Gender Identification
• Choose which is applicable
• Click Update
• Should have a notification saying Saved Successfully