CINXE.COM

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</div> <div class="views-exposed-widget views-submit-button"> <input type="submit" id="edit-submit-sitewide-search" name="edit-submit-sitewide-search" value="Search" class="form-submit" /> </div> </div> </div> </div></form> </div> </div> </header> <div id="highlighted" class="highlighted"> </div> <div id="main" class="main clearfix"> <nav class="breadcrumb"><div class="element-invisible">You are here</div><a href="/">Home</a><div class="breadcrumb__trail" aria-hidden="true">></div> <a href="/policies-procedures">Policies & Procedures</a><div class="breadcrumb__trail" aria-hidden="true">></div> <a href="/university-policies-procedures-forms-and-guides">University Policies, Procedures, Forms, and Guides</a><div class="breadcrumb__trail" aria-hidden="true">></div> 1601 Information Access and Security</nav> <div id="content" class="column main-content" tabindex="-1"> <a id="main-content"></a> <h1 class="page__title title" id="page-title">1601 Information Access and Security</h1> <ul class="action-links"></ul> <div about="/policies-procedures/policies/1601-information-access-and-security" typeof="sioc:Item foaf:Document" class="ds-1col node node-26516 node--policy-from-archer clearfix node--view-mode-full view-mode-full clearfix"> <div class="field field-label-inline clearfix field--responsible-official"><div class="field-label">Responsible Official: </div><div class="field-items"><div class="field-item even">Chief Information Security Officer</div></div></div><div class="field field-label-inline clearfix field--responsible-office"><div class="field-label">Responsible Office: </div><div class="field-items"><div class="field-item even">Office of the Provost</div><div class="field-item odd">Office of the Vice President for Finance and Chief Financial Officer</div></div></div><div class="field field-label-inline clearfix field--effective-date"><div class="field-label">Effective Date: </div><div class="field-items"><div class="field-item even"><span class="date-display-single" property="dc:date" datatype="xsd:dateTime" content="2000-11-01T00:00:00-05:00">November 1, 2000</span></div></div></div><div class="field field-label-inline clearfix field--date"><div class="field-label">Revision Date: </div><div class="field-items"><div class="field-item even"><span class="date-display-single" property="dc:date" datatype="xsd:dateTime" content="2020-12-14T00:00:00-05:00">December 14, 2020</span></div></div></div><div class="field field-label-hidden field--policy-sections-index"><div class="field-items"><div class="field-item even"><h2>Policy Sections</h2> <p style="margin-left:.25in"><a href="#1601.1">1601.1 Authorization to Grant or Revoke Access to University Information</a></p> <div> <h2>Scope</h2> </div> <p>This policy establishes requirements for staff, faculty and students regarding access to University information as well as the responsibilities for stewardship of University information. University information is all information generated or acquired, in printed or digital form, by Yale faculty, staff, students, contractors or others engaged on the University’s behalf, in the course of carrying out the University’s mission or conducting its business.</p> <div> <h2>Policy Statement</h2> </div> <p>University information shall be used only for appropriate University purposes. Information is a resource equivalent to University financial and physical resources. All members of the University community shall be aware of their obligations to protect University information. In particular:</p> <ul class="rteindent1"> <li>University information may only be accessed by persons when they are performing activities and responsibilities associated with their University position.</li> <li>University information may only be disclosed to individuals where a Yale business need exists and the individual has appropriate authorization. There are specific policies restricting the sharing of HIPAA, FERPA, PCI, PII and other forms or federally or locally regulated data.</li> <li>Those authorized to access University information are responsible for properly storing and securing it from unauthorized access. This includes encrypting data, securing and protecting passwords, keys, and other forms of access control.</li> <li>Those authorized to grant or revoke access to University information (as specified in Section 1601.1) are responsible for following procedures to ensure that access is appropriately assigned, modified as needed, and canceled promptly when individuals transfer to other positions or leave the University.</li> <li>Those accepting confidential information on behalf of the University, e.g., for clinical trials, must ensure that the requirements related to the acceptance of that information are followed. Such data must be properly secured on Yale systems.</li> <li>Misuse of University information will be regarded with the utmost seriousness. Alleged violations of this policy will be pursued in accordance with the appropriate disciplinary procedures for faculty, staff and students, and when indicated, sanctions up to and including dismissal or expulsion will be imposed.</li> </ul> <p>Additionally, there are certain categories of information, such as student records and personal health information that are accorded confidentiality under the law as well as under University policy. Examples include <em>student information</em>, which is covered by the Family Educational Rights and Privacy Act (FERPA), also called ‘the Buckley Amendment’ and <em>Protected Health Information (PHI)</em> that is covered by the Health Insurance Portability & Accountability Act (HIPAA) when used by a covered entity. Anyone who violates state or federal law is personally liable for such actions under the law as well as under University policy.</p> <p>Violations of this policy shall be reported to individuals authorized to grant access to University systems and information, or to the University Information Security Office (“ISO”).</p> <div> <h2>Policy Sections</h2> </div> <div style="margin-left:.5in"> <h3><a name="1601.1" id="1601.1"></a>1601.1 Authorization to Grant or Revoke Access to University Information</h3> </div> <p style="margin-left:.5in">The following University officials are authorized to grant or revoke access to University information:</p> <table border="1" cellpadding="0" cellspacing="0" height="758" width="706"> <thead> <tr> <th scope="col" style="width:255px"> <p><strong>Type of Information</strong></p> </th> <th scope="col" style="width:332px"> <p><strong>Official Authorized to Grant or Revoke Access</strong></p> </th> </tr> </thead> <tbody> <tr> <td style="width:255px"> <p>Academic and educational information</p> </td> <td style="width:332px"> <p>Office of the Provost</p> </td> </tr> <tr> <td style="width:255px"> <p>Financial information</p> </td> <td style="width:332px"> <p>Controller</p> </td> </tr> <tr> <td style="width:255px"> <p>Purchasing information</p> </td> <td style="width:332px"> <p>Chief Procurement Officer</p> </td> </tr> <tr> <td style="width:255px"> <p>Budget information</p> </td> <td style="width:332px"> <p>Budget Director</p> </td> </tr> <tr> <td style="width:255px"> <p>Human Resources information</p> </td> <td style="width:332px"> <p>Vice President for Human Resources & Administration</p> </td> </tr> <tr> <td style="width:255px"> <p>Facilities information</p> </td> <td style="width:332px"> <p>Associate Vice President for Facilities</p> </td> </tr> <tr> <td style="width:255px"> <p>Student information</p> </td> <td style="width:332px"> <p>University Registrar</p> </td> </tr> <tr> <td style="width:255px"> <p>Protected Health Information (Clinical or Research)</p> </td> <td style="width:332px"> <p>University Chief Privacy Officer</p> </td> </tr> </tbody> </table> </div></div></div><div class="field field-label-hidden field--tags-view"><div class="field-items"><div class="field-item even"></div></div></div></div> <div id="block-views-related-documents-block" class="block block--related-information block--views block--views-related-documents-block last even"> <h2 class="block__title block__title block-title">Related Resources</h2> <div class="view view--related-documents view--id-related_documents view--display-id-block view--dom-id-379285d0dd256adc5e52a461d837ef42 view-related-documents view-id-related_documents view-display-id-block view-dom-id-379285d0dd256adc5e52a461d837ef42"> <div class="view-content"> <div class="grouped-view"> <div class="views-row views-row-1 views-row-odd views-row-first"> <div class="views-field views-field-field-related-policies-procedure"> <div class="field-content"><a href="/policies-procedures/procedures/1601-pr02-netids-and-identity-management">1601 PR.02 NetIDs and Identity Management</a></div> </div> </div> <div class="views-row views-row-2 views-row-even"> <div class="views-field views-field-field-related-policies-procedure"> <div class="field-content"><a href="/policies-procedures/procedures/1601-pr03-access-control-protected-health-information-phi">1601 PR.03 Access Control for Protected Health Information (PHI)</a></div> </div> </div> <div class="views-row views-row-3 views-row-odd views-row-last"> <div class="views-field views-field-field-related-policies-procedure"> <div class="field-content"><a href="/policies-procedures/policies/1607-information-technology-appropriate-use-policy">1607 Information Technology Appropriate Use Policy</a></div> </div> </div> </div> </div> <div class="attachment attachment-after"> <div class="view view--related-documents view--id-related_documents view--display-id-attachment_1 view-related-documents view-id-related_documents view-display-id-attachment_1"> <div class="view-content"> <div class="grouped-view"> <div class="views-row views-row-1 views-row-odd views-row-first views-row-last"> <div class="views-field views-field-field-link-to-external-story"> <div class="field-content"></div> </div> </div> </div> </div> </div> </div> </div> </div> </div> <aside class="sidebars"> <section class="region region-sidebar-second column sidebar"> <div id="block-views-contact-information-block-2" class="block block--sidebar block--views block--views-contact-information-block-2 first last odd"> <h2 class="block__title block__title block-title">Contacts</h2> <div class="view view--contact-information view--id-contact_information view--display-id-block_2 view--dom-id-3c15252a02e322f33770f47710a137ef view-contact-information view-id-contact_information view-display-id-block_2 view-dom-id-3c15252a02e322f33770f47710a137ef"> <div class="view-content"> <div class="grouped-view"> <div class="views-row views-row-1 views-row-odd views-row-first views-row-last"> <div class="views-field views-field-field-policy-contacts"> <div class="field-content"><ul> <li><strong>Interpretation of policy</strong>: <em>ITS Help Desk</em>: <a href="https://yale.service-now.com/it?id=get_help">ITS Help Desk</a>; 203-432-9000</li> <li><em>Chief Information Security Officer</em>: <a href="https://yale.service-now.com/it?id=get_help">ITS Help Desk</a>; 203-432-9000</li> <li><strong>Protected Health Information (“PHI”)</strong>: <em>University Chief Privacy Officer</em>: 203-432-5919</li> </ul> </div> </div> </div> </div> </div> </div> </div> </section> </aside> </div> <div id="secondary-content" class="secondary-content"> </div> <footer id="footer" class="region region-footer clearfix"> <div class="footer__inner"> <div id="block-block-258" class="block footer-menu__column block--block block--block-258 first odd"> <h2 class="block__title block__title block-title">Helpful Links</h2> <ul> <li><a 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