The University of Texas at Tyler
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Information and Policies Regarding Social Security Numbers

UT Tyler Information Security Office

1. PURPOSE

The purpose of this document is to set forth the rules of conduct adopted by The University of Texas at Tyler to implement UT System Policy 165, Information Resources Use and Security Policy (“UTS 165”). An employee of The University of Texas at Tyler who fails to comply with these rules of conduct may be subject to appropriate disciplinary action, including discharge or dismissal in accordance with the policies and procedures of The University of Texas at Tyler.

2. POLICY

As stated in UTS 165, 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 The University of Texas at Tyler.

3. RULES OF CONDUCT

3.1 Employees and students shall comply with the provisions of UTS 165 and related UT Tyler policies and procedures.
3.2 Employees may not request disclosure of a social security number if it is not necessary and relevant to the purposes of UT Tyler and the particular function for which the employee is responsible.
3.3 Employees and students may not disclose social security numbers to unauthorized persons or entities.
3.4 Employees and students may not seek out or use social security numbers relating to others for their own interest or advantage.
3.5 Employees responsible for the maintenance of records containing social security numbers shall observe all administrative, technical, and physical safeguards established by System Administration and UT Tyler in order to protect the confidentiality of such records.
3.6 Employees shall report promptly inappropriate disclosure of social security numbers to their supervisors, who shall report the disclosure to the UT Tyler Information Security Officer (ISO). Reporting by the employee may be anonymous, in accordance with UT Tyler’s compliance program, if the employee so chooses. Retaliation against an employee who in good faith reports a possibly inappropriate disclosure of social security numbers is prohibited.

4. DEFINITIONS

Employee: Both full-time and part-time positions at The University of Texas at Tyler, whether the position is filled or to be filled by a regular or temporary worker, and including student workers.

5. AUTHORITY

These rules of conduct are adopted in accordance with UTS 165.

6. APPLICABILITY

These rules of conduct are applicable to employees of The University of Texas at Tyler.

7. INTERPRETATION

The Information Security Officer (ISO) at The University of Texas at Tyler officially interprets rules of conduct and is responsible for revising them as necessary to meet the changing needs of The University of Texas at Tyler.

8. APPROVAL AND REVISIONS

Approved March 30, 2004, by Dr. Rodney H. Mabry

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