The University of Texas at Tyler
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Social Security Number Policies

UT Tyler Information Security

Policy Statement: It is the policy of The University of Texas at Tyler to protect the confidential nature of social security numbers without creating unreasonable obstacles to the conduct of the business of UT Tyler.

The information security officer (ISO) for The University of Texas at Tyler is Ms. Diane Garrett. Employees are required to report promptly inappropriate disclosure of social security numbers to their supervisor, who shall report the disclosure to the ISO.

Except in those instances in which The University of Texas at Tyler is legally required to collect a social security number, an individual shall not be required to provide his or her social security number, nor shall the individual be denied access to the services at issue if the individual refuses to disclose his or her social security number.

Each time an employee of The University of Texas at Tyler requests that an individual disclose his or her social security number the individual will be provided the mandatory or voluntary disclosure notice required by Section 7 of the Federal Privacy Act of 1974.

In addition to the notice required by the Federal Privacy Act, when the social security number is collected by means of a form completed and filed by the individual, whether the form is printed or electronic, The University of Texas at Tyler will also provide the notice about information on laws and practices required by Section 559.003 of the Texas Government Code.

Grades may not be publicly posted or displayed in a manner in which all or any portion of either the social security number or the unique identifier identifies the individual associated with the information.

Records or media (such as disks, tapes, hard drives) containing social security numbers shall be discarded in a way that protects the confidentiality of the social security number and in accordance with The University of Texas at Tyler's records retention schedule.

All systems acquired or developed after Jan. 30, 2004, must comply with the requirements stated in Section 10.5 of the below UT System Policy 165 (UTS 165) Information Resources Use and Security Policy, unless the acquisition or development is in process as of Jan. 30, 2004.

The University of Texas at Tyler requires all employees to acknowledge their awareness of the provisions of UTS 165 and abide by the rules and guidelines of that policy and all related UT Tyler's internal policies and procedures concerning the protection of the confidentiality of social security numbers.

Policies

  • UTS 165 - UT System Policy on Information Use and Security Policy

Forms

  • Mandatory and Voluntary Disclosure Notices - Each time an individual is asked for their social security number, the university must provide a disclosure notice as required by Section 7 of the Federal Privacy Act of 1974 and UTS 165.
Form Approval
Please submit an electronic copy of all printed forms, that contain the Mandatory or Voluntary Disclosure Notice, to Diane Garrett to ensure that they are correct.

*Notice About Information Laws and Practices - In addition to the above Disclosure notice, if the social security number is collected by means of a printed or electronic form, the Notice about Information Laws and Practices is required by Section 559.003 of the Texas Government Code and UTS 165.

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