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Confidentiality and Security Policy
St. Bonaventure University
regards security and confidentiality of data and information to be of utmost
importance. As such, the University requires all users of data and information
to follow the procedures outlined below:
Each employee, consultant,
student, or person granted access to data and information holds a position of
trust and must preserve the security and confidentiality of the information
he/she uses. Users of University data and information are required to abide by
all applicable Federal and State guidelines and University policies regarding
confidentiality of data, including, but not limited to the Family Education
Rights and Privacy Act (FERPA). All users of University data and information
should read and understand how the FERPA policy, located at http://www.ed.gov/policy/gen/guid/
fpco/ ferpa/index.html, applies to their respective job functions. [Policies
located within St. Bonaventure University Health Services cover the
university’s implementation of Health
Insurance Portability and Accountability Act of 1996 (HIPAA).]
Any employee or person with
authorized access to St. Bonaventure University’s computer resources,
information system, records, or files is given access
to use the University’s data or files solely for the business of the
University. Specifically, individuals should:
Access data solely in order to
perform their job responsibilities.
Not make or permit unauthorized use
of any information in the University’s information services or data.
Not enter, change, delete or add
data to any information system or files outside of the scope of their job
Not include, or cause to be
included in any record or report, a false, inaccurate or misleading entry.
delete, or cause to be altered or deleted, a true and correct entry from
any record, report or information system.
Not release University data other
than that which is required in completion of job responsibilities.
Not exhibit or divulge the contents
of any record, file or information system to any person except as it relates
to the completion of job responsibilities.
In addition, individuals are
not permitted to operate or request others to operate any University data
equipment for personal business or to make unauthorized copies of University
software or related documentation.
It is the employee's
responsibility to report immediately to his/her supervisor any violation of this
policy or any other action, which violates confidentiality of data.
All users of University
information systems are supplied with a network
account to access the data necessary for the completion of their job
responsibilities. Users of the University information systems are required to
follow the procedures outlined below:
All transactions processed by a
user ID and password are the responsibility of the person to whom the user ID was
assigned. The user's ID and password must remain confidential and must
not be shared with anyone. Technology
Services should be contacted in the event an administrative assistant requires
access to a supervisor’s account. Users should consider the following
Do not use anyone else’s
password. Using someone else’s password is a violation of policy, no matter
how it was obtained.
Do not share your password with
anyone. Your password provides access to information that has
been granted specifically to you. Technology Services will never ask
for your password. To reduce the risk of shared passwords – remember not to
post your password on or near your workstation. Also,
be sure that your computer is not set to automatically remember your password.
Do not save your account password
on any system so that it does not need to be entered
Do not respond to any requests for
It is your responsibility to change
your password immediately if you believe someone else has obtained it.
Access to any student or employee
information (in any format) is to be determined based on specific job
requirements. The appropriate Director, Dean, Provost, and/or Vice President are
responsible for ensuring that access is granted only
to an authorized individual, based on the performance of his/her job. Technology
Services must receive documented authorization prior to granting system
In order to prevent unauthorized
use, users shall lock their computers when leaving the workstations, or shall
establish an automatic screen saver to lock the computers, especially during
breaks, lunch, and at the end of the workday. Users needing assistance with
setting up these features should contact Technology Services.
be changed if there is a reason to believe they have been compromised or
revealed inadvertently. Users who suspect unauthorized use of a password should
immediately notify their supervisors.
Upon termination or transfer of an
employee, Human Resources will notify Technology Services.
Technology Services will then take appropriate action to either terminate
or modify the employee’s computer access.
Generally, students and temporary
employees should not have access to the University database (Datatel)
system. Documented approval of the Director, Dean, Vice President or Provost
in charge of the respective department is required if it is determined that
access is required. Students or temporary employees are to be
held to the same standards as all University employees, and must be made
aware of their responsibilities to protect student and employee privacy rights
and data integrity.
Employees who are granted
access to process transactions via Datatel
have access to a secure information area. Any information entered or
changed will be effective immediately. Employees are responsible for any changes
made using their ID.