Universities collect and manage large volumes of sensitive financial data, from tuition payments to student loan details. Institutions are required to secure this data but also to ensure that all staff handling it are properly trained according to the GLBA Safeguards Rule.
Yet, many data breaches in higher education stem from human error, not technology.
In fact, according to reports, over 60% of cybersecurity incidents in higher education involve mistakes made by faculty or staff, often due to inadequate training.
That’s why understanding GLBA for Universities and Colleges and training university personnel on GLBA compliance is a frontline defense against data breaches and regulatory penalties.
Implement ongoing regulatory educational training and cybersecurity awareness programs tailored to specific roles. Cybersecurity awareness training can use simulated phishing campaigns and real-world scenarios to educate employees as to the ‘what’ they should do. Conducting regulatory educational training provides the opportunity to explain ‘the why’ for the activities and training and to discuss the outcome for improved cyber resilience in addition to protecting student and faculty NPI. Incorporating training into onboarding processes and scheduling annual refreshers can build a strong culture of compliance.
So, here’s how you can train your university staff for GLBA compliance.
How to Deliver Effective GLBA Training
Conducting security awarness training as part of GLBA compliance can’t be a one-time slide deck or a policy document sent over email. To actually reduce data security risks, your training must be engaging, relevant, and stick with staff long after it’s completed.
So, here’s how it’s done.
1. In-Person Workshops for Hands-On Learning
In-person sessions give staff the chance to ask real questions, see practical examples, and get clarity on how GLBA applies to their daily tasks. This method works especially well for departments like Financial Aid, IT, and Student Accounts, where the data risk is higher and role-specific scenarios can be discussed.
Having a “security aware” personnel can really increase your posture as everyone improves their vigilance. Everyone in your organization should know how to spot phishing attempts, handle sensitive data correctly, and report anything that seems suspicious.
To make security awareness training engaging:
- Use real-life examples of past data breaches or audit failures from other institutions.
- Walk through daily situations (like receiving sensitive emails or uploading student documents) and show the right and wrong way to handle them.
- Keep sessions interactive by asking questions, encouraging discussions, and running short group activities.
Bonus tip: Provide printed “quick guides” for staff to take back to their desks — something they can refer to later.
2. E-Learning Modules for Flexibility and Scalability
Online training is ideal for reaching larger campus audiences or teams working remotely. It allows staff to complete the training on their own time, but it must be more than a passive video.
For making the training more effective and engaging:
- Break the training into short modules (5–10 minutes each) to maintain attention.
- Use real scenarios and role-based simulations — e.g., “You receive a student’s bank info by email, what do you do?”
- Add interactive elements like quizzes, decision trees, and click-to-reveal content.
- Track completion rates and quiz scores to assess understanding.
3. Simulated Phishing and Real-World Exercises
GLBA training is more effective when people experience threats in real time. Simulated phishing tests help staff learn how to spot red flags without the consequences of a real attack. In fact, studies show that employees who receive phishing simulations are 60% less likely to fall for a real phishing email.
But to make it stick, you need to run simulations quarterly, with different scenarios. After each simulation, offer instant feedback on what was done right or wrong. After that follow up with micro-trainings to reinforce the lesson.
4. Gamified Learning and Team Challenges
People remember what they enjoy. That’s why turning compliance training into a challenge can significantly improve engagement and retention.
To gamify your training modules:
- Create department-wide competitions: Which team can complete training fastest with the highest quiz scores?
- Offer small rewards — coffee vouchers, shout-outs in team meetings, or digital badges for completing modules.
- Use leaderboard-style dashboards so teams can see progress and motivate each other.
Why Security Awareness Training Is Essential for University Staff to Meet GLBA Compliance
Don’t know why you need to provide GLBA training to your staff? Here’s why.
1. Human Error Is the Leading Cause of Breaches
According to IBM’s 2023 Cost of a Breach Report, 95% of cybersecurity incidents are caused by human error, not technical failures. In higher education, the risks are amplified with over 50% of data security incidents on campuses involving staff or faculty.
That’s why simply having a cybersecurity policy in place isn’t enough. Staff need to know what the policy means, how it applies to their specific roles, and what actions they need to take daily to stay compliant.
2. Regulatory Expectations Are Increasing
The GLBA Safeguards Rule requires institutions to develop, implement, and maintain a comprehensive information security program. As part of this program, staff training is not optional, it’s a legal requirement; “Providing your personnel with security awareness training that is updated as necessary to reflect risks identified by the risk assessment” from the Code of Federal Regulations that the GLBA Safeguards Rule uses to define requirements.
Institutions that fail to adequately train their staff could face consequences from the U.S. Department of Education (as part of an annual audit), including financial penalties or limits on access to federal aid.
In fact, in 2023, the Department of Education began enforcing GLBA audit findings more strictly, and institutions without documented training programs have been flagged during audits. This is not only a regulatory risk but also a reputational one.
3. Training Helps Staff Connect the Dots
Without training, university personnel may not understand that clicking on a suspicious email or storing student information in an unsecured file can put the entire institution at risk.
Training helps bridge that gap by showing how day-to-day actions, like sharing files, managing passwords, or handling financial forms, can protect or compromise sensitive data.
Who Needs Security Awareness Training to Meet GLBA Compliance on Campus?
There are a few departments that handle financial or personally identifiable information (PII) daily and the personnel should have an understanding GLBA for Universities and Colleges. These should always be prioritized for security awareness training to meet GLBA compliance:
Financial Aid Office
Staff in this department work directly with federal student loan records, income documentation, and payment systems. Since they manage some of the most sensitive financial information on campus, their training must be comprehensive and frequent.
Registrar’s Office
The registrar handles student records, often tied to Social Security numbers and academic transcripts, which are considered part of the broader category of protected data under GLBA.
Student Accounts / Bursar’s Office
This team handles billing, payments, and student banking information. Any staff in this area must be trained to securely collect, process, and store payment data.
Admissions and Enrollment Services
These teams often collect financial documentation during the application process, especially for students seeking aid or scholarships.
Information Technology (IT)
Your IT department is the backbone of all data protection efforts. They need advanced GLBA training to understand how systems should be secured, how to detect threats, and how to support other departments in staying compliant.
Let FortifyData Help You Go Beyond the Basics
Security awareness training for GLBA compliance is all about protecting the trust your institution has built with students, families, and staff. But building a truly secure environment takes more than training alone. You need a strategy that combines ongoing education with real-time risk visibility.
And that’s where FortofyData comes in.
You can head to our Webinars and learn how you can use our platform to learn about cyber risk management and encourage your employees to attend them as well. These will help you strengthen your cybersecurity measures.
