California State University, Chico – University Advancement
Confidentiality Agreement
University Advancement has been entrusted with highly confidential information regarding alumni, parents, students and
friends of the University. In response to this trust and federal FERPA guidelines, the University insists on strict compliance
of confidentiality when using such information. This policy applies to all employees, including part-time, temporary,
contractual, and student assistants. Each data recipient is personally responsible for the protection of all information to
which they have access to.
SECTION TO BE COMPLETED BY EMPLOYEE
I certify that I have read and understand the attached "Summaries of Provisions of the California Information Practices Act
of 1977 and California Penal Code Section 502."
I certify that, in order to ensure the privacy and security of data, I agree to:
• Access, distribute, share, and retain confidential data only as authorized and as needed to conduct campus
business as required to perform my job duties
• Store under secure conditions all confidential data that I retain and ensure its confidential and timely destruction
when no longer needed to conduct campus business as required by my job
• Respect the confidentiality and privacy of individuals whose data I access
• Observe any ethical restrictions that apply to data to which I have access
• Protect confidential information located at my workstation.
• Report immediately to my supervisor any and all apparent and suspected security breaches
• Comply with all department and campus security policies and procedures
I certify that I agree NOT to:
• Change any data in any record in any database, except that data which I am directed to change.
• Discuss verbally or distribute in electronic or printed formats any confidential data except as authorized and as
needed to conduct campus business as required to perform my job duties
• Make unauthorized copies of confidential data
• Knowingly falsely identify myself
• Gain or attempt to gain unauthorized access to confidential data or University computing systems
• Share my user ID(s) and password(s) with anyone nor use anyone else's user ID(s) or password(s), except as
authorized
• Leave my workstation unattended and unsecured while logged-in to University computing systems
• Use or allow other persons to use University data for personal gain
• Engage in any activity that could compromise the security or confidentiality of data held in University records
I certify that I have read this Confidentiality Agreement and that I understand it. Failure to respect the confidential nature
of any or all information used or acquired by the University may result in disciplinary action being taken against me,
including termination from employment. I understand the University retains the right to pursue prosecution when misuse
of information or resources is determined.
Employee Name Employee Signature Date
SECTION TO BE COMPLETED BY SUPERVISOR
My signature below certifies that the above employee, who is under my supervision, may require access to personally
identifiable information and/or other confidential data about students, faculty, staff, alumni, applicants, patrons,
contributors, or other individuals in the performance of his or her job duties.
Last Revised: 9/2/2016
