大学政策

社会安全号码隐私政策

行政

社会安全号码隐私政策

This 政策 provides for the confidentiality of social security numbers obtained by the 大学 in the ordinary course of business.1 References in the 政策 to "social security number" mean an individual's social security number or more than four sequential digits of that number. References in the 政策 to "documents" include all documents regardless of form (i.e.、纸张、电子、缩微胶片等.).

I. 适用性

This 政策 applies to all members of the 大学 community - faculty, staff, and 学生s.

II. 获取社会安全号码

The 大学 restricts access to information or documents containing social security numbers to members of the 大学 community who have a legitimate 大学 business reason to access such information or documents. Department administrators are responsible for implementing this restriction through appropriate training and oversight procedures.

3. 禁止披露

Members of the 大学 community shall maintain the confidentiality of 大学 information and documents containing social security numbers. Members of the 大学 community shall not do any of the following with the social security number of an employee, 学生, 或其他个人:

  1. 公开显示社会安全号码.2
  2. Use the social security number as the primary account number of (a) a 学生 without the approval of the Director of Enrollment Services, or (b) an employee or other individual without the approval of the Vice President for 人力资源.
  3. Visibly print the social security number on any identification badge, 会员卡, 许可证, 或许可.
  4. Mail a document containing an individual's social security number unless it falls within one of the following exceptions:3
    1. 州或联邦法律, 规则, 监管, 或法院命令或规则授权, 许可证, or requires that the social security number appear in the document.
    2. The document is sent as part of an application or enrollment process initiated by the individual.
    3. 文件发送建立, 确认状态, 服务, 修改, 或者终止账户, 合同, 政策, 或雇员或健康保险福利, or to confirm the accuracy of a social security number of an individual who has an account, 合同, 政策, 或雇员或健康保险福利.
    4. The document is mailed in connection with an ongoing administrative use to do any of the following:
      1. 核实个人身份, 识别一个人, or accomplish another similar administrative purpose related to an existing or proposed account, 事务, 产品, 服务, 或就业.
      2. Investigate an individual's claim, credit, criminal, or driving history.
      3. Detect, prevent, or deter identity theft or another crime.
      4. 依法追求或执行学院的合法权利.
      5. Provide or administer employee or health insurance benefits, claims, or retirement programs.
    5. The document is mailed by or at the request of the individual whose social security appears in the document or at the request of their parent or legal guardian.
    6. The document is mailed in a manner or for a purpose consistent with the Gramm-Leach-Bliley Act (GLB), Health Insurance Portability and Accountability Act (HIPAA), 或者1956年的密歇根保险法.
    7. Other exceptions approved by the Office of General Counsel.
  5. Require an individual to transmit their social security number over the internet or a computer system or network unless the connection is secure, 或者传输是加密的.
  6. Require an individual to use or transmit their social security number to gain access to an internet 网站 or a computer system or network unless the connection is secure, 或者传输是加密的.
  7. Mail any document containing a social security number that is visible on or from outside the envelope or packaging for the document.

IV. 授权使用

This 政策 does not prohibit the use of social security numbers where the use is authorized or required by state or federal statute, 规则, 监管, 或法院命令或规则, 或依照法律发现或程序.

This 政策 also does not prohibit the use of social security numbers by the 警察学院 for criminal investigation purposes or the provision of social security numbers to a Title IV-D agency (child support/support orders), 执法机构, 法院, or prosecutor as part of a criminal investigation or prosecution.

V. 社会安全号码的处理

Documents that contain social security numbers shall be properly destroyed when those documents no longer need to be retained pursuant to 大学 document retention policies. Paper documents containing social security numbers should be shredded. Electronic documents containing social security numbers should be destroyed in a manner consistent with guidance issued by the Executive Director of Communications & 信息技术或其指定人员.

VI. 违反

违反 of this 政策 may result in disciplinary action, up to and including dismissal for employees and suspension for 学生s. Individuals who violate this 政策 may also be subject to the civil and criminal penalties provided for in the Michigan Social Security Number Privacy Act.

经主席会议批准
2007年8月29日
(总法律顾问办公室，2023年1月修订)

1 This Policy has been created pursuant to the Michigan Social Security Number Privacy Act, MCL 445.81 et. seq.
2 “公开展示”是指展示, 举起, 帖子, 或使可见，或使开放的视野, 包括但不限于, 在计算机设备上打开视图, 计算机网络, 网站, 或其他电子媒介或设备, 公开的对公众或以公开的方式公开的.
3 “邮件”包括美国邮件, 校园邮件, electronic mail or any other delivery 服务 that does not require the signature of the recipient indicating actual receipt.