2,003: Personally Identifiable w88 slot - Acceptable Use Policy

Revised: March 2019

Definition

Employee data is governed by national and international rules and regulating bodies including the Department of Labor, Electronic Code of Federal Regulations, and General Data Protection Regulation (GDPR). These rules define what is Protected Personally Identifiable w88 slot or PII and must be stewarded by an employer and/or Federal contract recipient.

Based on these rules and regulations, the University considers data or w88 slot that permits the identity of an employee to be reasonably determined based on some combination of data elements to be PII. The Department of Labor definition of PII is as follows:

Any representation of w88 slot that permits the identity of an individual to whom the w88 slot applies to be reasonably inferred by either direct or indirect means. Further, PII is defined as w88 slot: (i) that directly identifies an individual (e.g., name, address, social security number or other identifying number or code, telephone number, email address, etc.) or (ii) by which an agency intends to identify specific individuals in conjunction with other data elements, i.e., indirect identification. (These data elements may include a combination of gender, race, birth date, geographic indicator, and other descriptors). Additionally, w88 slot permitting the physical or online contacting of a specific individual is the same as personally identifiable w88 slot. This w88 slot can be maintained in either paper, electronic or other media.

Furthermore, the university considers personal w88 slot related to benefit plans and medical w88 slot associated with employment for the purposes of leave, workers' compensation and fitness for service to be confidential.

The above definition prohibits the university from sharing employee w88 slot deemed as PII except as specifically defined in the Board of Regent's Handbook.

The following w88 slot in these personnel files is public w88 slot and must be disclosed to the public upon request: the employee's name, title, job description, compensation and perquisites, business address and business telephone numbers, beginning date of employment and ending date of employment, educational background and work history. (Title 2, Chapter 5, Section 6.2(b))

w88 slot Usage

The following w88 slot is collected and stored in the University's Workday system:

Employee legal name, preferred name, title, work phone, mail stop, email, job family group, unit and cost center is considered directory w88 slot and is available to the general public.

Data collected for purposes of Federal and State reporting requirements such as gender, ethnicity, disability and veteran status w88 slot is used in developing, monitoring and tracking progress on Affirmative Action goals required by the Office of Federal Contracts and Compliance Programs (OFCCP). This w88 slot is shared within the institution in aggregate by percentages and counts versus total population for a job group.

Social security number and birthdate are collected to create an initial record for an employee and matched against a variety of University systems. Once the record is established and the reconciliation for duplicates is complete, the active use of this w88 slot is discontinued and replaced with an employee identification number.

An employee may mark data as "Private" in Workday like home email, home phone and home address. Further, an employee is required to enter emergency contact w88 slot. The manager of the employee, integration writers, and human resources can view this data for the purposes of use in an emergency situation. It would be used to contact an employee when they are not available via work contact w88 slot or to contact their designee in the event of a medical or other emergency.

The U.S. Federal government and several other organizations widely recognized in higher education, such as accrediting bodies, request or require w88 slot from the University on a regular basis. These requests compile some data elements that are considered PII. To prepare these reports, employee data is shared on an as needed basis with the offices responsible for reporting to an external agency. These offices include Human Resources, Equal Opportunity and Title IX, Institutional Research, Nevada System of Higher Education, College Dean's Offices, Provost's Office, and President's Office. Aggregate data, which includes no PII, on gender, race/ethnicity, tenure status, disability, veteran, etc. may be shared more broadly.

PII w88 slot elements are not used internally for invitation lists, presentations or other non-essential purposes. PII w88 slot is not communicated externally beyond the use cases which are regulatory or essential to the University, such as accreditation.

Employees with access to this w88 slot become w88 slot custodians and should adhere to the UNR Security Awareness and Acceptable Use Policy and take precautions to protect unauthorized access to the w88 slot.

General w88 slot Protection Regulation (GDPR)

The General w88 slot Protection Regulation (GDPR) approved in April 2016, confers numerous rights upon w88 slot subjects located in the European Union (EU). If a subject located in the EU has concerns with w88 slot requested in the recruitment or hiring process, they may contact the Recruitment Help Desk at (775) 784-1495 to explore whether an alternate process is available that offers the protections of GDPR while maintaining compliance with United States Federal and State regulations.