EmployEE Handbook - Marymount University

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