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Accountability, System Security, and Data Privacy
(Excerpts from Section 1.3 of the PPS User Manual and the PPS Overview Online Module)

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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 any circumstances.
  • 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 to UCOP.
  • Depending on how exposed your computer monitor is to others, you need to be extra cautious to protect the data displayed while logged into the system.

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.)
  1. 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.

  2. 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.


UCSC Information Asset Management Website
Section 1.3, System Access, UCSC PPS User Manual
Policies for Use of UCSC Computing Facilities



Last Updated: 2/28/05


Maintained by: PPS Office