Payroll Personnel Data Warehouse

The University Confidentiality of Records Policy

By signing the applications for access, the data warehouse users have affirmed that they have both read and agree to adhere to the UC Davis policies pertaining to the confidentiality of the data and that they understand the penalties associated with the misuse of this access. The Payroll/Personnel data warehouse access is granted only for the completion of the users' assigned responsibilities and they will not disclose any personal or confidential information obtained through this access.

The following is the confidentiality statement from the Data Warehouse access application:
Access to the Payroll/Personnel Data Warehouse is granted for the performance of your assigned duties. Misuse or abuse of computer access privileges are serious matters which may constitute violations of the federal and/or state criminal statutes, in accordance with the California Information Practices Act, and the Privacy Act of 1984. Employees with access to personal and confidential records shall take all necessary precautions to assure proper safeguards are established and followed to protect against unauthorized access and assure the confidentiality of employee records. Employees may not disclose personal or confidential information concerning individuals to unauthorized persons or entities as specified by the Personnel Policy and Collective Bargaining Agreement. Violations of relevant policies and legislation could result in penalties such as suspension, termination, expulsion or fines. See UCD Policy & Procedure Manual 320-20 Privacy and Access to Information.

• In case of questions about whether you can distribute some employee information, contact the Office of Record responsible for the personnel data, i.e.,
  Academic Personnel Information: Office of the Provost at (530) 752-2070
  Staff (PSS) Personnel Information: Human Resources at (530) 752-0530
  Management (MSP) Personnel Information: Office of Administration at (530) 752-3954
  Campus Executive (SR Mgmt) Personnel Information: Office of the Chancellor
  UCDHS Staff Information: Human Resources, Records/Verifications at (916) 734-2705

• Employee data that is "allowed" to be disclosed is that which relates to status and duties as a public employee: employee name, employment status, date of hire, department name and address, job title and rate of pay. Disclosing personal, medical or other similar data would be considered an invasion of personal privacy.

• While employment-related data can be released to members of the public upon request, there are already specific channels for routine requests. Forwarding the request for data to the appropriate office maintains consistency, insures request tracking and saves time since the office already has a procedure established for dealing with requests from outside the university. For example, requests for employee data by a union should be forwarded to Labor Relations as the request can often require coordination across multiple campuses.

• Requests for data or records must be in writing and must reasonably describe an identifiable record, If the record containing what is being requested does not exist, you are not required to create such a record.

• If you have any questions, contact the Information Practices Coordinator in the Business and Finance Office at (530) 752-6264.

• EXAMPLE) Another university or business calls to verify a person's employment.
  RESPONSE) This is not a good use of the data warehouse or your time. Direct them to the Payroll Office at (530) 757-8550 as that office already has a mechanism set up to respond to these employment verification requests.

• EXAMPLE) An agency calls wanting address labels for your division's female faculty to announce a new grant they are eligible to apply for.
  RESPONSE) Identifying employees by their sex or ethnicity to an organization outside the university is against university policy and both state and federal law, so you cannot provide a set of labels or a list. However, you can ask the agency to send you the grant annoucement and you may create labels to distribute the information via campus mail.

• EXAMPLE) You want to send birthday cards to co-workers so you verify their birth dates and home addresses.
  RESPONSE) A nice personal touch but it is against university policy to use university property for personal use. This is also considered an invasion of privacy.

• 320-10, Records Management Program
  Defines a record as any written, visual or audio documentation of any action or activity generated or received by an operating unit of the University. Explains that records are the property of the Regents and must be retained and disposed of in accordance with established procedures.
  
  
• 320-15, Records Retention and Disposition
  Identifies the main objective of the Records Retention and Disposition Program is to ensure that legal, historical, fiscal and administrative requirements are satisfied prior to destroying records. Defines the Records Disposition Schedules Manual as the source of all actions to be taken in relation to disposing of records.
  
  
• 320-20, Privacy of and Access to Information
  Explains the general legal requirements governing privacy of and access to information and establishes campus procedures to implement requirements of the California Information Practices Act of 1977. Includes Exhibit C, Rules of Conduct for University Employees Involved with Information Regarding Individuals; also, explains the legal requirements for access to University records by members of the public and establishes campus guidelines to implement the provisions of the California Public Records Act; and to presents policy regarding privacy of and access to information contained in personnel records (record pertaining to individuals as University employees or applicants for employment.) (NOTE: PPM 320-23 and PPM 380-25 has been incorporated into this PPM).
  
  
• 320-21, Disclosure of Information from Student Records
  Provisions of this section apply only to records pertaining to students in their capacity as students. Defines a student as any individual who has been admitted to and has enrolled in any academic program.
  
  
• 320-25, University Archives Program
  Explains the purpose of the Archive Program, to assure the preservation of materials related to significant events and people in the history of the University so that such items are available for future researchers. Describes the program and provides procedures to transfer historical material to the Archives.
  
  

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Last Updated: February 15,2006