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Information Security Office

U-Secure

Social Security Numbers & UTS 165

1. Purpose

The purpose of this document is to set forth the rules of conduct adopted by The University of Texas at Arlington to implement Business Procedures Memorandum 66, "Protecting the Confidentiality of Social Security Numbers" (BPM 66). An employee of The University of Texas at Arlington 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 Arlington.

2. Policy

As stated in BPM 66, it is the policy of The University of Texas at Arlington to protect the confidential nature of Social Security numbers without creating unjustified obstacles to the conduct of the business of The University of Texas at Arlington and the provision of services to its many constituencies.

3. Rules of Conduct

Employees and students shall comply with the provisions of BPM 66 and related policies and procedures of The University of Texas at Arlington.

Employees may not request disclosure of a Social Security number if it is not necessary and relevant to the purposes of The University of Texas at Arlington and the particular function for which the employee is responsible.

Employees and students may not disclose Social Security numbers to unauthorized persons or entities.

Employees and students may not seek out or use Social Security numbers relating to others for their own interest or advantage.

Employees responsible for the maintenance of records containing Social Security numbers shall observe all administrative, technical, and physical safeguards established by The University of Texas at Arlington in order to protect the confidentiality of such records.

Employees shall report promptly inappropriate disclosure of Social Security numbers to their supervisors, who shall report the disclosure to the SSN Coordinator. Reporting by the employee may be anonymous, in accordance with The University of Texas at Arlington’s policies and procedures, if the employee so chooses. Retaliation against an employee who in good faith reports an inappropriate disclosure of Social Security numbers is prohibited.

4. Definitions

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

Student: A person (a) currently enrolled at The University of Texas at Arlington, or (b) accepted for admission or readmission to The University of Texas at Arlington, or (c) enrolled at The University of Texas at Arlington in a prior semester or summer session and eligible to continue enrollment in the semester or summer session that immediately follows.

5. Authority

These rules of conduct are adopted in accordance with BPM 66.

6. Applicability

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

7. Interpretation

The SSN Coordinator at The University of Texas at Arlington officially interprets rules of conduct and is responsible for revising them as necessary to meet the changing needs of The University of Texas at Arlington.

8. Approval and Revisions

Approved March 30, 2004, by Rusty Ward, Vice President for Business Affairs and Controller, The University of Texas at Arlington.