Access to the PPS is granted based on your payroll/personnel related job
duties. You are accountable for using the system according to University
policies and procedures. Your accountability as contained in those policies
is summarized as follows:
- Computing resources are to be used only for the legitimate University
business that you have been explicitly authorized to perform as stated
in your job description.
- It is against University policy to pursue or use University records
including, but not limited to, confidential information for personal
interest or advantage.
- Privacy and confidentiality of all accessible data is to be maintained.
- A log-on ID is considered equivalent to a signature and you are responsible
for all entries made under that log-on ID.
- Updates to the system and changes in system data are to be made in
a manner consistent with University policies and procedures that govern
the particular action.
Before PPS access is granted, you must sign an acknowledgment (the Access
to Information Statement) that you understand and agree to abide
by University policies.
In order to protect the privacy and confidentiality of all accessible
data, you are accountable for:
- Keeping your password confidential. Never reveal your password under
- Not leaving a workstation/terminal unattended while logged into University
systems. When leaving your computer for a short period of time (10-15
minutes), use the !L command in the Next Function field of any PPS screen
to lock the keyboard and screen (see Section
1.5, Navigation, of the PPS User Manual for more information).
- Logging off completely when you leave your computer for longer periods.
Logging off frees system resources for other users and closes the connection
- Depending on how exposed your computer monitor is to others, you need
to be extra cautious to protect the data displayed while logged into
Per University policy contained in Business
and Finance Bulletin RMP-8, information is categorized for disclosure
purposes, and different rules apply for each information type. The classification
and rules are based upon the California
Public Records Act and the Information
Practices Act which define public information and also address
individuals' privacy rights.
- Any employee who divulges non-disclose personal information could
be subject to disciplinary action by the University as well as civil
suit by the person(s) whose personal information was disclosed.
- Strict penalties also apply to any person who willfully requests or
obtains any record containing confidential or non-disclose information
from the University under false pretense.
All information contained in the PPS database falls into one of the
two classifications listed below. (See the Business
and Finance Bulletin RMP-8 for more detailed information.)
- Non-Disclose Information
This includes personal information that can be identified to an individual.
In most cases, personally identifiable information is protected from
disclosure under privacy laws. Examples of personal information that
is protected from disclosure include sex, ethnicity, birth date, and
social security number.
The University will not disclose any personal information in a manner
that would link the information disclosed to the individual to whom
it pertains unless the disclosure of the information meets one of the
requirements in the Business
and Finance Bulletin RMP-8, Section VII.G.4.
- Public Information
This is information which is not identifiable to an individual and,
generally, it may be made available upon public request. However, there
is some information identifiable to an individual which is defined as
Public Information in the California
Public Records Act and can be disclosed.
Examples of public information include name, date of hire or separation,
current position title, current rate of pay, organization unit assignment
including office address and telephone number, current job description,
full-time or part-time, career or casual [limited], or probationary
status, prior non-University employment and other information as determined
by University General Counsel.
ADDITIONAL RELATED LINKS:
Asset Management Website
1.3, System Access, UCSC PPS User Manual
for Use of UCSC Computing Facilities