Student Employee Confidentiality& Sensitive Data Guidelines

1. Never share your login ID/PirateID or passphrase with anyone.
2. Never use someone's login ID/PirateID to access computer systems.
3. Use strong passphrases (don't use something that someone who knows you can easily guess (e.g. GoPirates!)).
4. Protect your passphrase (don't stick it on your computer or desk, don't e-mail it to your personal e-mail account, don't keep it unencrypted in a file on your computer, etc).
5. Do not copy or download sensitive data from the University's administrative systems (Banner, IDX, HealthSpan) to your PC, Web server, PDA, Laptop, Flash Drive, etc.
6. Never download or copy confidential or sensitive data to your home computer.
7. Do not create databases or applications that use SSNs or Drivers Licensed Numbers as identifiers or key fields.
8. Never send confidential or sensitive data electronically unless authorized by your Supervisor and the data is encrypted.
9. Do not send confidential or sensitive data via text, chat sessions, and any other electronic means of communication such as Facebook, Twitter, etc. Transmission or storage of confidential or sensitive data is not approved for these communication tools.
10. Do not access unauthorized or social networking web sites while conducting University business. These sites can contain vulnerabilities that can be downloaded to the University's computer systems and compromise confidential or sensitive data.
11. Protect printed confidential or sensitive data by storing it in a locked desk, drawer or cabinet. Don't leave unattended sensitive data on a copier, FAX or printer. Don't throw confidential or sensitive data in the trash instead shred it when disposing. Follow your departmental guidelines for data retention.
12. Ensure you receive the appropriate training by your supervisor or departmental contact on how to securely access and handle confidential or sensitive data.
13. Ensure you receive the appropriate training by your supervisor or departmental contact on the functional requirements for access to and use of the University's administrative systems.
14. Avoid social engineers who try to get you to share sensitive information over the telephone, e-mail or by other means.
15. Lock your computer when not in use.
16. Secure your workstation and portable devices.
17. Ask Your Supervisor whenever in doubt!

MANDATORY COMPLIANCE: You are responsible for logging into Blackboard, reading, and agreeing to the guidelines outlined in the Student Employee Confidentiality Agreement. 

If you have any questions, please feel free to contact your supervisor or the Student Employment Office at 252-737-4473. 

Click here for more information about protecting sensitive data or here to return to the main IT Security site.