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Handbook of Operating Procedures
Chapter 9 - General Provisions
Publication Date: June 10, 2004
Responsible Executive: VP for Academic Affairs

9.35 Confidentiality of Social Security Numbers (Rules of Conduct)

  1. Purpose

    The purpose of this document is to set forth the rules of conduct for The University of Texas at San Antonio (UTSA) by implementing The University of Texas System policy UTS165 Protecting the Confidentiality of Social Security Numbers . An employee of UTSA who fails to comply with these rules of conduct may be subject to appropriate disciplinary action, including discharge or dismissal in accordance with the UTSA Handbook of Operating Procedures. For purposes of this policy, an employee is defined as holding either a full-time or part-time position at UTSA, whether the position is filled or to be filled by a regular or temporary worker, and includes student workers.

  2. Policy

    It is the policy of UTSA to protect the confidential nature of social security numbers without creating unreasonable obstacles to the conduct of the business of UTSA and the provision of services to its many constituencies.

  3. Rules of Conduct
    1. Employees shall comply with the provisions of BPM 66 and related UTSA policies and procedures.
    2. Employees may not request disclosure of a social security number if it is not necessary and relevant to the purposes of UTSA and the particular function for which the employee is responsible.
    3. Employees may not disclose social security numbers to unauthorized persons or entities.
    4. Employees may not seek out or use social security numbers relating to others for their own interest or advantage.
    5. Employees responsible for the maintenance of records containing social security numbers shall observe all administrative, technical, and physical safeguards established by UTSA in order to protect the confidentiality of such records.
    6. Employees shall promptly report 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 UTSA's Compliance Program, if the employee so chooses. Retaliation against an employee who in good faith reports an inappropriate disclosure of social security numbers is prohibited.
  4. Authority

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

  5. Applicability

    These rules of conduct are applicable to employees of UTSA.

  6. Interpretation

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