DEFINITION FOR CLASSIFICATION RELATED POLICIES | |
OF RECORDS | |
| A. PERSONAL INFORMATION | POLICY AND PROCEDURE MANUAL(PPM) |
| Home Telephone Number | A. 135-5 UCSD Electronic Mail Procedures and |
| Social Security Number | Practices |
| Home Address | |
| Employee Evaluations | B. 160-2 Disclosure of Information from Student |
| Employee Medical Records | Records |
| B. NONPERSONAL INFORMATION | C. 230-11 Maintenance of, Access to, Opportunity to |
| Employee Name | Request Amendment of Academic Personnel |
| Campus Address | Records |
| Campus Telephone Number | |
| D. 480 Records Management | |
| NOTE: | |
| E. 250-605 Staff Employee Personnel Records | |
| These are only examples of the information that | |
| constitute these types of records. This should not | |
| be constructed as a comprehensive or complete | |
| itemization of records that are included in the | |
| above categories. |
RULES OF CONDUCT FOR UNIVERSITY EMPLOYEES INVOLVED WITH
INFORMATION REGARDING INDIVIDUALS
| A. Employees responsible for the collection, maintenance, | E. Employees shall respond to inquiries from individuals and |
| use, and dissemination of information about individuals which | requests from them to review, obtain copies of, amend, |
| relates to their personal life, including their employment and | correct, or dispute their personal records in a courteous and |
| medical history, financial transactions, marital status, and | business-like manner and in accordance with PPM 480-3. |
| dependents, shall comply with the State of California | |
| Information Practices Act. PPM 480-3 Responsibilities And | F. Employees shall not disclose personal and confidential |
| Guidelines For Handling Records Containing Information | information relating to unauthorized persons or entities. The |
| About Individuals, shall be used as a basic source of guideline | intentional disclosure of such information to such persons |
| in administering the Acts provisions. | may be cause for disciplinary action. |
| B. Employees shall not require individuals to disclose | G. Employees shall not seek out or use personal or |
| personal information which is not necessary and relevant to | confidential information relating to others for their own |
| the purpose of the University or to the particular function for | interest or advantage. The intentional violation of this rule |
| which the employee is responsible. | may be cause for disciplinary action. |
| C. Employees shall make every reasonable effort to see that | H. Employees responsible for maintenance of personal and |
| inquiries and requests relating to personal records of | confidential records shall take all necessary precautions to |
| individuals are responded to quickly and without requiring the | assure that proper administrative, technical, and physical |
| individual to unnecessarily repeat his or her inquiry to others. | safeguards are established and followed in order to protect the |
| In other words, reasonable efforts will be made to place the | confidentiality of records containing personal information and |
| responsibility on the Department for responding to the | to assure that such records are not disclosed to unauthorized |
| individual after his/her initial contact. | individuals or entities. |
| D. Employees shall assist individuals who seek information | |
| pertaining to themselves in making their inquiries sufficiently | |
| specific and descriptive so as to facilitate locating the records. |
COMPUTER SECURITY AND USE STATEMENT
Employee Name ___________________________________ Employee Number ___________________
I have been informed that, in the performance of my duties in the UCSD Libraries, University-provided computer hardware, software, data files, and networks are the property of or are licensed to the Regents of the University of California, and are to be used in accordance with the University of California Electronic Communications Policy. I have reviewed and understand the Rules of Conduct for University Employees Involved with Information Regarding Individuals on the reverse side of this agreement.
I understand that I may access my UCSD email account remotely for incidental personal use consistent with the University of California Electronic Communications Policy (more information regarding this policy could be found at http://www.ucop.edu/ucophome/policies/ec). I further understand that if I am a non--exempt employee, I may not access it in violation of the Fair Labor Standards Act by using email for work purposes beyond 40 hours per week without the express permission of my supervisor through an overtime compensation arrangement.
I have been informed that my intentional and unauthorized disclosure of personal/confidential information is an invasion of privacy and may results in disciplinary, civil and/or criminal actions against me.
I also understand that it is against University policy to seek out or use university records including but not limited to, personal/confidential information relating to others for my personal interest or advantage.
I have been informed that under existing California State Law any person who maliciously accesses, alters, deletes, damages or destroys any computer system, network, computer program, or data shall be guilty of a felony.
I am advised that my account and password constitute my signature and I will be responsible for all entries made under my account. I also understand that either use of another person's account and password, or the delegation of my account and password to another person, would not absolve me of responsibility for actions taken under that account and password. Delegation of my account and password for the sole purpose of electronic mail retrieval may be made upon prior approval of my supervisor.
I am aware that the references on the reverse side include, but may not specify all, the computer use standards, policies, rules, and procedures and State and Federal laws by which I am governed.
I am advised that failure to comply with these policies, rules, and regulations may result in disciplinary action, up to and including dismissal. Any violation of local, state, or federal laws may carry the additional consequence of prosecution under the law, where judicial action may result in fines, imprisonment, and the payment of damages.
Date_______________ Signature ___________________________________
3/16/01