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Social Security Number: Difference between revisions
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The following individuals are authorized to approve use of Social Security Number. | The following individuals are authorized to approve use of Social Security Number. | ||
*Employees - Assistant Vice Chancellor Human Resources | *Employees - Assistant Vice Chancellor for Human Resources | ||
*Students - Assistant Vice Chancellor Academic Affairs | *Students - Assistant Vice Chancellor for Academic Affairs/Student Affairs | ||
*Research Subjects - Institutional Review Board | *Research Subjects - Institutional Review Board | ||
*Other - Senior Associate Vice Chancellor for Business and Finance | *Other - Senior Associate Vice Chancellor for Business and Finance | ||
===General=== | ===General=== | ||
*UNMC is responsible for safeguarding and protecting Social Security Numbers against loss, tampering, and disclosure | *UNMC is responsible for safeguarding and protecting Social Security Numbers against loss, tampering, and disclosure. The safeguarding of confidential information in any form includes when the information is stored and/or being transferred outside the facility (see UNMC Policy No. 6073, [[Transporting Protected Health Information]]). | ||
*UNMC shall reasonably mitigate or reduce any harmful effects that may result from privacy breaches involving Social Security Numbers. | *UNMC shall reasonably mitigate or reduce any harmful effects that may result from privacy breaches involving Social Security Numbers. | ||
*Workforce members who suspect a Social Security Number violation must report it immediately to their respective manager, the Privacy | *Workforce members who suspect a Social Security Number violation must report it immediately to their respective manager, the Privacy Office, or Information Security Office. A full investigation of the suspected violation shall be conducted. Staff who wish to remain anonymous may report the suspected violation to the Compliance Hotline at 1-866-568-5430. Sanctions shall be imposed for substantiated breaches or failure to report suspected violations. | ||
Sanctions for violations of privacy or information security policies may include scholastic or employee corrective action up to and including student dismissal or termination of employment. (See UNMC Policy No.1098, [http://wiki.unmc.edu/Corrective/Disciplinary_Action Corrective and Disciplinary Action Policy]). | *Sanctions for violations of privacy or information security policies may include scholastic or employee corrective action up to and including student dismissal or termination of employment. (See UNMC Policy No. 1098, [http://wiki.unmc.edu/Corrective/Disciplinary_Action Corrective and Disciplinary Action Policy]). | ||
===Student Education Record Information=== | ===Student Education Record Information=== | ||
*The Social Security Number of a student is considered confidential information and must not be used to identify a student. | *The Social Security Number of a student is considered confidential information and must not be used to identify a student. | ||
*Information Technology Services (ITS) shall be available to assist in identifying alternatives to use of Social Security Number. Alternatives which should be considered, include but are not limited to: | *Information Technology Services (ITS) shall be available to assist in identifying alternatives to use of Social Security Number. Alternatives which should be considered, include but are not limited to: | ||
:*Student Number | :*UNMC Student Number | ||
*In the event that the Social Security Number of a student must be maintained, a form, [http://www.unmc.edu/its/security/procedures/ssn-use.docx Request to Use Social Security Number], must be completed and submitted to the Information Security Office who will facilitate approval from the Assistant Vice Chancellor for Academic Affairs. If Social Security Number must be used and stored in a database, the use of the student’s Social Security Number must comply with [http://www.unmc.edu/its/security/procedures/database-security.html ITS Database Security Procedures]. | *In the event that the Social Security Number of a student must be maintained, a form, [http://www.unmc.edu/its/security/procedures/ssn-use.docx Request to Use Social Security Number], must be completed and submitted to the Information Security Office who will facilitate approval from the Assistant Vice Chancellor for Academic Affairs/Student Affairs. If Social Security Number must be used and stored in a database, the use of the student’s Social Security Number must comply with [http://www.unmc.edu/its/security/procedures/database-security.html ITS Database Security Procedures]. | ||
===Employee Information === | ===Employee Information === | ||
*The Social Security Number of an employee is considered confidential information and should not be used to identify an employee unless legally mandated. | *The Social Security Number of an employee is considered confidential information and should not be used to identify an employee unless legally mandated. | ||
*ITS shall be available to assist in identifying alternatives to use of Social Security Number. Alternatives which should be considered, include but are not limited to: | *ITS shall be available to assist in identifying alternatives to use of Social Security Number. Alternatives which should be considered, include but are not limited to: | ||
:*Personnel (SAP) Number | :*Personnel (SAP) Number | ||
*In the event that the Social Security Number of an employee must be maintained, a form, [http://www.unmc.edu/its/security/procedures/ssn-use.docx Request to Use Social Security Number], must be completed and submitted to the Information Security Office who will facilitate approval of the Assistant Vice Chancellor for Human Resources for approval. In cases where the employee Social Security Number must be stored in a database, the database must comply with [http://www.unmc.edu/its/security/procedures/database-security.html ITS Database Security Procedures]. | *In the event that the Social Security Number of an employee must be maintained, a form, [http://www.unmc.edu/its/security/procedures/ssn-use.docx Request to Use Social Security Number], must be completed and submitted to the Information Security Office who will facilitate approval of the Assistant Vice Chancellor for Human Resources for approval. In cases where the employee Social Security Number must be stored in a database, the database must comply with [http://www.unmc.edu/its/security/procedures/database-security.html ITS Database Security Procedures]. | ||
===Research Information === | ===Research Information === | ||