University institutional data and property

Purpose

The purpose of this Policy is to establish guidelines regarding the personal use of the University’s institutional data and property.

Policy

The protection of University institutional data, property, and all other University assets are vital to the interests and success of Lynn University. No Lynn University related institutional data or property, including without limitation, documents, files, records, computer files, equipment, office supplies or similar materials (except in the ordinary course of performing duties on behalf of Lynn University) may, therefore, be removed from the University’s premises without appropriate permission. In addition, when an employee leaves Lynn University, the employee must return to the University all University institutional data and property that the employee has in their possession, including without limitation, documents, files, records, manuals, information stored on a personal computer or portable media storage, supplies, and equipment or office supplies.

Violation of this Policy is a serious offense and will result in appropriate disciplinary action, up to and including termination. If the employee does not return the equipment, then the retail value of such equipment shall be deducted from employee’s paycheck.

Definitions

Institutional Data—any information, including PII, and Student, Alumni, and Employee Financial Information that can be linked to any individual, including but not limited to, students, faculty, staff, patients, or contractors. Institutional Data and all applications storing and transmitting such data, regardless of the media on which they reside, are valuable assets, which the University has an obligation to manage, secure, and protect. In addition, Institutional Data includes proprietary records and information relating to Lynn University or its students, vendors, business partners, donors and employees.

Employee Financial Information—that information the University has obtained from an employee in the process of offering a benefit or service. Offering a benefit or service includes all University sponsored benefit plans and University financial services such as flexible spending accounts, and personal payroll services. Examples of employee financial information include bank and credit card account numbers, income and credit histories and social security numbers, in both paper and electronic format.

Student and Alumni Financial Information—that information the University has obtained from a student in the process of offering a financial product or service, or such information provided to the University by another financial institution. Offering a financial product or service includes offering student loans to students, receiving income tax information from a student's parent when offering a financial aid package, and other miscellaneous financial services as defined in 12 CFR § 225.28. Examples of student financial information include bank and credit card account numbers, income and credit histories and social security numbers, in both paper and electronic format.

Personally Identifiable Information (“PII”)—any information about an individual maintained by an agency, including (1) any information that can be used to distinguish or trace an individual’s identity that is not been designated as directory information, such as social security number, place of birth, mother’s maiden name, or biometric records; and (2) any other information that is linked or linkable to an individual, such as medical, educational, financial, and employment information relating to an identified or identifiable person. An identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identification number or to one or more factors specific to his/her physical, physiological, mental, economic, cultural or social identity.

Procedures/Guidelines

Not Applicable.

To learn more about this policy or the supporting procedures, please contact Employee Services

Policy updated on: Oct. 24, 2018