EmployEE Handbook - Marymount University
EmployEE Handbook - Marymount University
EmployEE Handbook - Marymount University
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• A password is private information. Users must never give out their IDs or<br />
passwords to anyone. Sharing an ID or password or logging on and allowing<br />
another employee to access information is a violation of this policy. The user<br />
is responsible for all transactions which take place under his or her ID.<br />
• When they leave their desk or complete their work, users will log off the<br />
system.<br />
• Users agree to protect the privacy rights of students as specified in the<br />
<strong>University</strong> Policy on Confidentiality of Student Records and in relevant laws<br />
and regulations that govern disclosure of information by defining directory<br />
information and specifying the conditions under which individuals with a<br />
legitimate educational interest may access student records.<br />
• Users will not attempt to view or utilize data that may be available to them but<br />
which is not necessary in the performance of their job function.<br />
• All files containing sensitive information as defined by <strong>University</strong> policy,<br />
federal law (e.g., FERPA, HIPPA, GLB), or state laws that are extracted<br />
from the <strong>University</strong> central data bases, obtained from outside sources, and/or<br />
created by individual employees or departments must be stored on <strong>University</strong><br />
central servers. No files containing sensitive information are to be stored<br />
on the disk drive of the employee’s local desktop personal computer or<br />
removable storage devices. The creating of and/or access to files containing<br />
sensitive information stored on departmental network shared drives must be<br />
restricted to only to those employees authorized to view sensitive information.<br />
• All digital material containing sensitive information shall be locked in a<br />
secure area when not in use and properly destroyed when no longer needed or<br />
obsolete.<br />
Procedures in the Case of Employee Transfer<br />
or Departure from the <strong>University</strong><br />
When an employee’s departure from the <strong>University</strong> is processed by the Office of Human<br />
Resource Services, the Security Administrator in AIS will automatically be notified and<br />
access will be terminated immediately.<br />
Supervisors are responsible for maintaining the currency of access rights within their<br />
units and for notifying the Security Administrator of changes as a result of job change or<br />
transfer. Access rights will be adjusted or terminated accordingly.<br />
Temporary <strong>University</strong> employees will be terminated automatically one month after the<br />
account has been created. Supervisors may request an extension.<br />
Facilities<br />
Employees are expected to take proper care of the equipment in <strong>Marymount</strong> facilities.<br />
Food, drink and smoking are not permitted in <strong>University</strong> labs. Report any malfunctions to<br />
the lab assistant on duty or send e-mail to ‘its@marymount.edu’. Do not attempt to move,<br />
repair, reconfigure, modify or attach external devices to the systems.<br />
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