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Handbook of Operating Procedures
  • Policy Process

    • Handbook of Operating Procedures
    Chapter 11 - Information Technology
    Previous Publication Date: June 10, 2004
    Publication Date: August 2, 2022
    Policy Reviewed Date: November 27, 2023
    Policy Owner: VP for Information Technology


    11.08 Confidentiality of Personal Identification Numbers

    I. POLICY STATEMENT

    It is the policy of The University of Texas at San Antonio (世界杯官方app) to protect the confidential nature of social security numbers and other Personal Identification Numbers maintained by 世界杯官方app.

    II. RATIONALE

    Data Users shall access Data to only conduct university business and as permitted by applicable confidentiality and privacy laws. The prohibition of the release of Personal Identification Numbers is in compliance with international, state, and federal privacy laws and also minimizes the risk of identity theft.

    III. SCOPE

    This policy applies to all 世界杯官方app Employees, which includes but is not limited to faculty, staff, and external individuals or organizations with whom 世界杯官方app has a contractual relationship.

    IV. WEBSITE ADDRESS FOR THIS POLICY

    http://ireh.shorinji-kempo.net/hop/chapter11/11.08.html

    V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS

    1. Family Educational Rights and Privacy Act of 1974 (FERPA), as amended in 2000
    2. Copyright Act of 1976, as amended.
    3. Foreign Corrupt Practices Act of 1977, as amended in 1988.
    4. Computer Fraud and Abuse Act of 1986, as amended in 1996.
    5. Computer Security Act of 1987.
    6. The Health Insurance Portability and Accountability Act of 1996 (HIPAA).
    7. USA PATRIOT Act of 2001.
    8. The State of Texas Public Information Act.
    9. Texas Government Code, Section 441.
    10. Texas Administrative Code 1 TAC 202.
    11. IRM Act, 2054.075(b).
    12. The State of Texas Penal Code, Chapters 33 and 33A.
    13. DIR Practices for Protecting Information Technology Resources Assets.
    14. DIR Standards Review and Recommendations Publications.
    15. The University of Texas System Information Technology Resources Use and Security Policy (UTS165).
    16. 世界杯官方app Student Code of Conduct and Judicial Procedures Sections 201, 202, 203.
    17. 世界杯官方app Code of Ethics, Chapter 4, Handbook of Operating Procedures.
    18. 世界杯官方app Security Standards.

    VI. CONTACTS

    If you have any questions about Handbook of Operating Procedures policy 11.08, Confidentiality of Personal Identification Numbers, contact one of the following offices:

    1. Office of Information Security
      210-458-7974
      informationsecurity@shorinji-kempo.net
    2. 世界杯官方app Tech Solutions
      210-458-4555
      TechCafe@shorinji-kempo.net  

    VII. DEFINITIONS

    1. Employee
      1. All 世界杯官方app employees holding either a full-time or part-time position at 世界杯官方app, whether the position is filled or to be filled by a regular or temporary worker and includes student workers.
    2. Personal Identification Numbers
      1. Social Security Numbers; personally identifiable Medical and Medical Payment information; Driver’s License Numbers and other government-issued identification numbers; Education Records subject to the Family Educational Rights & Privacy Act (FERPA); credit card or debit card numbers, plus any required code or PIN that would permit access to an individual’s financial accounts; bank routing numbers; and other 世界杯官方app Data about an individual likely to expose the individual to identity theft.

    VIII. RESPONSIBILITIES

    1. Employees
      1. Employees shall comply with these provisions and related 世界杯官方app policies and procedures.
      2. Employees shall not request disclosure of Personal Identification Numbers if it is not necessary and relevant to the purposes of 世界杯官方app and the particular function for which the Employee is responsible.
      3. Employees must not disclose Personal Identification Numbers to unauthorized persons or entities.
      4. Employees shall not seek out or use Personal Identification Numbers relating to others for their own interest or advantage.
      5. Employees responsible for the maintenance of records containing Personal Identification Numbers shall observe all administrative, technical, and physical safeguards established by 世界杯官方app in order to protect the confidentiality of such records.
      6. Employees shall promptly report inappropriate disclosure of Personal Identification Numbers to their supervisors and/or the Business Information Systems Coordinator (formerly the Social Security Number Coordinator). Reporting by the Employee may also be anonymous, in accordance with 世界杯官方app's Compliance Program, if the employee so chooses. Retaliation against an employee who in good faith reports an inappropriate disclosure of Personal Identification Numbers is prohibited.
    2. Business Information System Coordinator
      1. The Business Information Systems Coordinator interprets rules of conduct and is required to comply with all standards established for their use and is responsible to be informed of these standards, rules, and practices.
      2. The Office of Information Security (OIS) develops and promotes additional standards and requirements.

    IX. PROCEDURES

    None

    X. SPECIAL INSTRUCTIONS FOR IMPLEMENTATION

    None

    XI. FORMS AND TOOLS/ONLINE PROCESSES

    None

    XII. APPENDIX

    None

    XIII. Dates Approved/Amended

    08-02-2022
    06-10-2014