📧 Emailing Slate Query Results

When building reports in Slate there is an option for automatic mailings to be sent with updated report results. Many Slate captains will have users request a similar experience with query results at some point and wonder why this feature isn't available. 

The difference lies in the security of email communication. Technolutions allows easy emailing of reports because they typically contain aggregate data without personally identifiable information (PII). In contrast, queries often include PII, which should not be shared through unsecured channels like email. Your institution employs various measures to safeguard student data, such as requiring a password to access Slate and mandating FERPA training. These measures are akin to locking your front door and securing your windows. Sending PII via email is like tearing down a wall, rendering all other security precautions ineffective.

We encourage Slate users to consider the other alternative methods for sharing query results with Slate users at your institution:

• Link relevant queries directly in a homepage report
• Create a custom portal with relevant data for users
• Send email notifications when there are new results for a query with a direct link to the query

Ultimately, data security is a top priority on your institution. It may be necessary to collaborate with offices like the Registrar and IT to ensure that users receive consistent guidance on not emailing student data.

Resources

Keep Sensitive Data Safe: Don't Send in Emails - University at Buffalo

Personally identifiable information doesn’t belong in your email -  The University of Utah

The Use of E-mail with Personally Identifiable Information (PII) - University System of New Hampshire

Email and Student Privacy - U.S. Department of Education