Office Security

The Office of the University Registrar stores confidential student records as well as small amounts of cash from transcript receipts. Office staff should be constantly vigilant in protecting these office assets. Additionally, University Registrar Signature Stamps and Seals are issued to staff performing certifying functions that authenticate the accuracy of enrollment and academic information contained in student records. These stamps and seals should be protected, by securing in desks, out-of-sight, when not in use.

OFFICE DOCUMENTS

Staff should follow the procedures in the Office Policy on the Confidentiality of Student Records (Office Policy #21). All employees, including temporary and student workers, must acknowledge, by signing the "Receipt of Policy on Release of Student Information" that they have received a copy of the policy and understand their responsibilities regarding the content. This form is filed in the Employee Personnel Files maintained by the department's HR representative. This form can be found on the University Registrar's Office Policy #21.

Staff members should be aware of visitors in the office. Confidential documents and money should be put away and not left visible and unattended on work desks. Computer screens should be angled so visitors can not see unauthorized information. Documents should be stored away over night.

ISSUING UNIVERSITY REGISTRAR SIGNATURE STAMPS AND SEALS

Office staff issued University Registrar Signature Stamps and Seals must acknowledge, by signing the "Receipt of Registrar Signature Stamps and Seals" that they have received these stamps and seals and understand their responsibilities in protecting and securing them when not in use.

Each staff member issued stamps and seals are responsible for placing their stamp and seal in the appropriate safe before leaving the office each day, but NLT 5:00 when all offices are locked and secured at the end of the day. (Administrative Operations staff should secure in downstairs safe; Registration and Student/Faculty Services and Records and Graduation staff should secure in upstairs safe). The Business Manager also maintains a registrar's signature stamp and hand-held seal, and secures these items in locked files in the Business Manager Office each evening.

The immediate supervisor is responsible for issuing the stamps and seals and securing the signed form acknowledging receipt of stamps and seals. The supervisor is also responsible for submitting the form to the Executive Office to be filed in staff personnel files. Supervisors retrieve stamps and seals from staff terminating employment; and reissue to newly employed staff. The form (Receipt of University Registrar Signature Stamps and Seals) is attached below.

An inventory of signature stamps and hand-held seals issued to staff is maintained by the Executive Office.

No new or replacement stamps or seals may be ordered without the written approval of the Associate or University Registrar.

ACCESS TO COMPUTER FILES, COMPUTER SYSTEMS, AND THE OFFICE NETWORK

Staff must protect passwords used for access to confidential files and systems such as our office network and the Student Information System. Do not share passwords or write down passwords that can be found by other people.

When an employee terminates employment with this department, the HR Facilitator must immediately notify the FACS Coordinator and the SIS Coordinator so that access to files, and systems, including our internal office network can be terminated. The FACS Coordinator will notify the office technical support staff in order to delete access to the office network.

OFFICE SAFES

A minimum number of office staff will have access to the office safe combinations.

The combination for the safe in Suite 3100 will be kept by the University Registrar, Associate University Registrar, Assistant University Registrar for Registration and Student/Faculty Services, the Registration and Student/Faculty Services Assistant Manager, and the Registration and Student/Faculty Services Unit Coordinator.

The combination for the safe in Suite 3100, SASB North will be kept by the University Registrar, the Assistant Registrar for Administrative Operations/Network Systems, and the cashier.

The combination to the safe will be changed whenever a person with the combination leaves employment with the office.

OFFICE KEYS

Only necessary staff members will have keys to the office.

All Senior Advisory Team members, the office assistant managers, their lead workers, staff with locked private offices, and staff assigned specific opening or closing duties will have keys to the office.

University Registrar Associate University Registrar for Operations Assistant University Registrar for Records and Graduation Services Assistant University Registrar for Registration and Student/Faculty Services Assistant University Registrar for Scheduling, SIS Training, and Degree Audit Services Assistant University Registrar for Administrative Operations/Network Services Chair, Residence Status Committee SIS Coordinator Assistant SIS Coordinator Special Assistant for Academic Data Support Assistant to the University Registrar Residence Status Coordinator Records and Graduation Services Assistant Manager Records and Graduation Services Unit Coordinator Records Analyst in File Center Registration and Student/Faculty Services Assistant Manager Registration and Student/Faculty Services Unit Coordinator Classroom Scheduling Manager Assistant Scheduling Manager Business Manager Scheduling Systems Liaison and Training Degree Audit Specialist Degree Audit Specialist and Training Network Administrator AO Mail Coordinator (opening duties) AO Support Technician (closing duties)

The Network Systems Office and network closet will have a unique key. The Assistant University Registrar for Administrative Operations/Network Systems and the Network Administrator will have the key. A spare key will be kept in the safe.

The Supply Room will have a unique key. The Business Manager, Assistant Registrar for Network Operations, and the Admin. Assistant to the University Registrar will keep the key. A spare key for checkout will be kept in the safe.

The Business Manager will issue keys to new employees. The supervisor is responsible for collecting the key from staff permanently leaving the office.

ATTACHMENT TO UNIVERSITY REGISTRAR OFFICE POLICY #19

• Receipt of University Registrar Signature Stamps and Seals