Data Security in Higher Education: The Path to Increased Trust

In an era where data drives nearly every decision in higher education, leaders now face not just a technical challenge but an ethical mandate: protecting the sensitive information students entrust to them. From admissions and enrollment to predictive analytics tools shaping retention strategies, data has become an institutional asset as critical as financial resources or academic reputation. But with this opportunity comes risk. Mishandling data erodes student trust, which is already at historic lows. A June 2024 Gallup poll revealed a 21 percentage point drop in public confidence over the past decade. Today, only 36% of Americans express a high level of confidence in higher education, while nearly as many have little or no confidence in it at all.

As higher education leaders work to preserve and enhance student trust, they must also address skepticism around their data usage practices. Achieving a balanced approach between leveraging data for strategic insights and maintaining data security is essential to rebuilding this trust.

Higher education institutions face distinct challenges when it comes to safeguarding data. Unlike many other sectors, colleges and universities handle a wide range of sensitive information, from academic records and financial data to health information. This diversity in data, combined with the complex systems used across campuses, increases the potential vulnerabilities in managing student data. With various departments accessing and storing data, even a minor security lapse can lead to significant exposure risks.

What’s more, data management in higher education often suffers from fragmented ownership and a decentralized structure, which can make it difficult to establish a unified approach to data security. These security issues directly impact enrollment and retention efforts. When breaches occur, they erode the confidence students and families place in the institution, potentially deterring prospective students. Beyond admissions, data breaches can also disrupt current students’ engagement, affecting their willingness to interact with university systems and resources. This reluctance can hinder retention efforts, making it essential for leaders to implement proactive measures that ensure data protection and foster trust within their communities.

These practices will make it easier to manage student retention data and enrollment data for colleges and universities, without compromising security.

1. Apply comprehensive data encryption protocols. Encrypt sensitive information in transit and at rest to ensure that, even if data is intercepted, it remains inaccessible to unauthorized users. When uncertain about the encryption status of data transfers, consult your institution’s security or IT professionals to verify secure transmission protocols and prevent potential data breaches.
2. Enforce tailored access control measures. Rather than strictly limiting data access to essential personnel, implement tiered access protocols that align with each role’s responsibilities. For example, academic advisors might need access to certain predictive analytics data to support at-risk students, while administrators require broader system oversight.
3. Conduct regular security audits. Schedule audits of data systems and predictive tools to proactively identify and address vulnerabilities, a step that’s increasingly crucial as institutions adopt new technologies and data usage evolves. Be sure to update security protocols and software to prevent weaknesses that cybercriminals often exploit in outdated systems.
4. Provide ongoing data security and literacy training. In addition to training teams on security protocols, phishing threats, and data handling best practices to lower the chances of accidental data exposure, incorporate data literacy education. This training should include guidance on interpreting and applying data insights responsibly and understanding data classification. Data classification is a critical process that categorizes information based on its sensitivity and value to an institution. This approach determines the appropriate security measures and handling protocols for different types of data. When in doubt, assume data is at the highest level of security classification.
5. Establish policies for third-party data usage. Make sure any external vendors adhere to the institution’s security standards, which adds an extra layer of defense for sensitive data. It’s crucial to involve your institution’s security or IT team in evaluating the third party’s security maturity to protect your sensitive data and mitigate potential risks. This process should include:
   
   A comprehensive third-party risk assessment.

• Evaluate the third party’s security practices and controls.
• Assess their compliance with relevant regulations and industry standards.
• Review their alignment with cybersecurity frameworks like ISO 27001 and NIST CSF.
  
  Vulnerability scans on third-party assets.
• Identify potential weaknesses in hardware and software.
• Check for unsecured network connections.
• Assess access control and user activity monitoring.
  
  A mature third-party risk management (TPRM) program.
• Use a consistent method for risk-ranking vendors.
• Aggregate assessment data to measure risk and guide decision making.
• Monitor vendors for cyber, operational, financial, and compliance risks.
  
  Proper data protection measures.
• Verify data encryption during transit and storage.
• Confirm adequate data access controls.
• Review the third party’s incident response capabilities.

When data is seen as an asset across the institution, rather than a resource confined to specific departments, it creates a culture of shared responsibility for data protection. By developing centralized policies and encouraging cross-departmental collaboration, you can address data security in a more integrated, cohesive way that strengthens both privacy and efficiency.

These steps, guided by strong institutional leadership, lead to secure systems, a protected institutional reputation, and greater student confidence.

In higher education, safeguarding student data is both a critical leadership duty and a visible reflection of institutional values. Trust is the foundation of every student relationship, and strong data practices are essential to protecting it.

By approaching data stewardship as a compliance priority and a strategic imperative, colleges and universities can prepare for evolving risks while fostering a culture of transparency, accountability, and shared responsibility. Institutions that lead on data ethics and security will not only meet today’s challenges but also model what trustworthy, student-centered leadership looks like in the future of higher education.