Public Safety Safeguards for Personal Information

Policy Statement

The Department of Public Safety and Transportation has in place safeguards to assure that all personal information that we have access to is adequately secured and not provided to any individual without authorization from the Executive Director of Public Safety and Security or designee.

Reason for Policy

The purpose of the policy is to ensure personal information is appropriately protected.

Who Is Governed by this Policy

Faculty, Staff and Students

Policy

• Every employee or student worker is advised prior to his/her employment, by signing a confidentiality agreement, that no information requested regarding any student or employee is permitted to be given out to any member of the university or outside agency without authorization from the Executive Director of Public Safety and Security or a designee of the department of public safety.
• Every employee or student worker is provided with a personal ID password to gain access to the student/employee ID database.
• The Department of Public Safety entrance is open 24 hours a day. During business hours the main desk is open and covered by staff and students. In other than normal business hours the entrance door to the main desk is secured and a barrier is placed in front of the desk that directs people entering to the command center that is staffed 24 hours 7 days a week throughout the year. All records stored behind the main desk are locked in secured file cabinets. All investigation reports, Clery files, incident indexes, photos, evidence and contraband are secured behind two locked doors and secured in locked file cabinets.
• All incident reports and personnel records are located in Levermore Hall suite 111. Incident reports are in locked file cabinets located in the second floor “loft” and personnel records are in locked file cabinets that are either under constant supervision by staff or behind locked doors when the area is without supervision. During other than normal business hours, the office is locked with high level keyed access only available to appropriate staff. No other University staff are permitted in the office without public safety being present.
• After the University closes there is an early warning system that alerts the officer in the command center that someone has entered Levermore Hall. The officer then can track by video the person entering and appropriately address the visitor.
• Closed circuit television cameras have been installed to view all individuals who enter the public safety suite.
• Housekeeping is not permitted access behind the main desk or in any office during non-business hours. Facilities staff (engineers, electricians, etc.) are permitted access by public safety staff on duty, kept under their supervision and only if necessary.
• Ongoing training of the safeguarding of information and confidentiality is conducted throughout the year to all staff members.
• Violation of confidentiality will lead to disciplinary action, up to, and including, termination of employment.

Definitions

This policy does not have definitions associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Forms

This policy does not have forms associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Related Information

This policy does not have related information at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Document History

• Policy Origination Date: Not known
• Last Reviewed Date: July 30, 2024
• Policy reviewed by: Policy Owner and Policy Experts
• Last Approval Date: July 30, 2024

Who Approved This Policy

John Siderakis, Vice President of Administration and Executive Leadership.