Appendix M

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SSN confidentiality

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E-mail for official correspondence


 


Statistical Summaries

General Information | 2005-2006

Appendix M

Rules of Conduct for Students for Protecting the Confidentiality of Social Security Numbers

I. Purpose

The purpose of this policy is to provide information and rules of conduct for protecting the confidential nature of social security numbers used at or by the University, without creating unreasonable obstacles to the provision of services and conduct of business at the University. These rules are mandated by Business Procedures Memorandum 66-10-04 (BPM 66), a document adopted by the Board of Regents that provides guidelines and requirements for protecting the confidentiality of social security numbers at the University and throughout the UT System.

II. Scope

This policy applies to all University students, including those enrolled part-time.

III. Definitions

Student: A person currently enrolled at the University or accepted for admission or readmission to the University. The definition also includes a person enrolled at the University in a prior semester or summer session and eligible to continue enrollment in the semester or summer session that immediately follows.

IV. Rules of Conduct

  1. Students shall comply with the provisions of BPM 66 and related University policies and procedures. A student who fails to comply with the rules of conduct may be subject to appropriate disciplinary action, including dismissal in accordance with the University's policies and procedures.
  2. Students shall not disclose social security numbers to unauthorized persons or entities.
  3. Students may not seek out or use social security numbers relating to others for their own interest or advantage.
  4. Students shall promptly report any inappropriate disclosure of social security numbers to their supervisors (if they are student workers at the University), to any department chair, or to the University's SSN coordinator. A student may make a report anonymously, in accordance with the University's compliance program, if he or she so chooses. Retaliation against a student who in good faith reports a possibly inappropriate disclosure of social security numbers is prohibited.
  5. Students shall not send social security numbers or other confidential information over the Internet or by e-mail unless the connection is secure or the confidential information is encrypted or otherwise secured.
  6. Records containing social security numbers or other confidential information should not be stored on University or personal computers or other electronic devices that are not secured against unauthorized access.
  7. Records or media (such as disks, tapes, hard drives) that contain social security numbers shall be discarded in a way that protects the confidentiality of the social security numbers.

V. Interpretation

The SSN coordinator at the University officially interprets the rules of conduct and is responsible for revising them as necessary.

For assistance: Questions regarding the SSN rules of conduct should be directed to Jeffery L. Graves, SSN Coordinator, or to the Office of Institutional Compliance Web site. UT System Business Procedures Memorandum 66-10-04 can be found online. To obtain a paper copy, call the UT System Office of the Controller at (512) 499-4527.

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General Information | 2005-2006  

Appendix M

    Office of the Registrar     University of Texas at Austin copyright 2005
    Official Publications 16 Aug 2005