UCSD INFORMATION SYSTEMS
COMPUTER/INFORMATION USE AND SECURITY STATEMENT
Employee Name ___________________________________________________
Employee Number ___________________
I understand that in the performance of my duties at UCSD, I must hold information in confidence. I have read and
understand the Rules of Conduct for University Employees Involved with Information Regarding Individuals (see below). I understand that unauthorized disclosure of personal/confidential information may result in charges of
Invasion of Privacy.
I also understand that it is against UCSD Information Systems policy to seek out or use personal or confidential
information relating to others for my own interest or advantage.
I understand that under California State Law any person who maliciously accesses, alters, deletes, damages, or destroys
any computer system, network, computer program, or data is guilty of a felony.
I am aware that the References and Related Policies on the reverse side outline University policies and State and Federal
laws which govern use of computer systems and disclosure of information. I understand that failure to comply with these
regulations may result in disciplinary action, which could include release from employment. Violation of local, state,
or federal statutes may carry the additional consequence of prosecution under the law, where judicial action may result
in specified fines or imprisonment, or both, plus the costs of litigation or the payment of damages, or both.
I acknowledge receipt of a UCSD Administrative Computing & Telecommunications computer access code (userid) and
password; and understand that I will be responsible for all entries made thereunder. I understand that my userid and
password are to be accorded the same significance as my handwritten signature and that the delegation of userid and
password to another person, or my use of another persons userid, may be considered False Representation.
Signature :___________________________________________________ Date :_________________
RULES FOR CONDUCT FOR UNIVERSITY EMPLOYEES INVOLVED WITH INFORMATION REGARDING INDIVIDUALS
- Employees responsible for the collection, maintenance,
use and dissemination of information about individuals
which relates to their personal life, including their
employment and medical history, financial transactions,
marital status and dependents, shall comply with the
State of California Information Practices Act. PPM-480-3 Privacy of and Access to Information, Legal
Requirements and Implementing Procedures, shall be
used as a basic source of guidance in administering the
- Employees shall not require individuals to disclose
personal information which is not necessary and
relevant to the purposes of the University or to the
particular function for which the employee is
- Employees shall make every reasonable effort to see
that inquiries and requests relating to personal records
of individuals are responded to quickly and without
requiring the individual to unnecessarily repeat his or
her inquiry to others. In other words, reasonable efforts
will be made to place the responsibility on the
Department for responding to the individual after
his/her initial contact.
- Employees shall assist individuals who seek
information pertaining to themselves in making their
inquiries sufficiently specific and descriptive so as to
facilitate locating the records.
- Employees shall respond to inquiries from individuals,
and requests from them to review, obtain copies of,
amend, correct, or dispute their personal records in a
courteous and business-like manner, and in accordance
- Employees shall not disclose personal and confidential
information relating to individuals to unauthorized
persons or entities. The intentional disclosure of such
information to such persons may be cause for
- Employees shall not seek out or use personal or
confidential information relating to others for their own
interest or advantage. The intentional violation of this
rule may be cause for disciplinary action.
- Employees responsible for the maintenance of personal
and confidential records shall take all necessary
precautions to assure that proper administrative,
technical, and physical safeguards are established and
followed in order to protect the confidentiality of
records containing personal information and to assure
that such records are not disclosed to unauthorized
individuals or entities.
- Policy and Procedure Manual (PPM 480-3)
Responsibilities and Guidelines for Handling Records
Containing Information about Individuals.
- University Policy, Guidelines, and Legal Requirements
on Privacy of and Access to Information, June 9, 1978.
- University Policies Applying to the Disclosure of
Information from Student Records, February 1, 1977.
- California Public Records Act (1976).
- California Information Practices Act (1977).
- California Education Code, Chapter 1.2 Division 16.5.
- California Penal Code, Section 502, Chapter 858, relating to Computer Crime.
- Federal Privacy Act of 1974.
- Federal Family Educational Rights and Privacy Act of 1974.
- Electronic communication Privacy Act of 1986.
- POLICY AND PROCEDURE MANUAL (PPM)
- 135-3 Network Security.
- 160-2 Disclosure of Information from
- 230-11 Maintenance of, Access to, and
Opportunity to Request Amendment
of Academic Personal Records.
- 230-29 Policies and Procedures to Assure
Fairness in the Academic Personnel
- 250-605 Staff Employee Personnel Records.
- 250-605 (L-1) Staff Employee Personnel Records.
- 460-5 Misappropriation of University Assets.
- 480-3 Responsibilities & Guidelines for Handling Records Containing Information About Individuals.
- BUSINESS AND FINANCE BULLETIN
- RMP-8 Legal Requirements on Privacy of and
Access to Information.
- INFORMATION SYSTEMS POLICIES
- Misuse of University Resources, 11/2/87.