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Confidentiality of Personal Information

The CSU has an obligation to protect personal employee data and to maintain the confidentiality of that data under the Information Practices Act (Civil Code Sec. 1798 et seq.), Title 5 (Sections 42396 - 42396.5), and CSU sytemwide policy (.pdf). Confidential employee personal information includes, but is not limited to, the following data: Social Security Number (SSN), Date of Birth (DOB), home address, home phone number, physical description, medical history, gender and ethnicity.

The Chancellor's Office maintains a list of all CO employees who have been determined to have a need for access to confidential personal information. This list is updated annually and approved by the Executive Vice Chancellor/Chief Financial Officer. In between annual updates, each manager is responsible for adding and deleting employees based on events such as new appointments, promotions and separations.

Employees on the list are required to have an appropriate Confidentiality Form (.pdf) on file in HR Services. It is the responsibility of each department manager to ensure that forms are completed by their employees and returned to HR Services.

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