4021
Policy
Personnel - All Employees
Social
Security Numbers
Employee
social security numbers shall be kept confidential to the extent required by
law. Use of use more than the
last four digits of an employee’s social security number shall be made by the
District only for:
1.
Legal Mandates.
Compliance with state or federal laws, rules, or regulations.
2.
Internal Administration. Internal administrative purposes, including provision of employee
social security numbers to third parties for such purposes as administration of
personnel benefits and employment screening and staffing. However, the internal
administrative uses shall not permit use of employee social security numbers:
a.
As
an identification number for occupational licensing.
b.
As
an identification number for drug-testing purposes except when required by
state or federal law.
c.
As
an identification number for District meetings.
d.
In
files with unrestricted access within the District.
e.
In
files accessible by any temporary employee unless the temporary employee is
bonded or insured under a blanket corporate surety bond or equivalent
commercial insurance.
f.
For
posting any type of District information.
3.
Voluntary Transactions. Commercial transactions freely and voluntarily entered
into by the employee with the District for the purchase of goods or services.
The District will not use or require
an employee to use more than the last four digits of an employee’s social
security number District for:
1.
Public Posting or Display. Any public posting or display available to
the general public or to an employee’s coworkers.
2.
Internet Transmission. Transmission over the Internet unless the
connection is secure or the information is encrypted.
3.
Internet Access. To access an Internet web site unless a password,
unique personal identification number, or other authentication device is also
required to access the Internet web site.
4.
Identifier. As an employee number for any type of
employment-related activity.
Full
implementation of this Policy shall occur by September 1, 2008.
Legal
Reference: Laws 2007, LB 674
5 USCS
§ 552a (note) (Privacy Act of 1974)
Adopted: August 20, 2007