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NDUS Home  |  Employees  |  Policies and Procedures  |  NDUS Procedures


NDUS Procedures



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SUBJECT: 1900s: Miscellaneous EFFECTIVE: September 3, 2008
Section: 1912.3 Employee Personal Information

Employee personal information is defined in N.D.C.C. section 44-04-18.1 as a person's home address, home telephone number, photograph, medical information, motor vehicle operator's identification number, payroll deduction information, the name, address, phone number, date of birth, any credit, debit, or electronic fund transfer card number, and any account number at a bank or other financial institution. Section 44-04-18.1 provides that employee personal information is exempt, meaning it may generally be disclosed or released at the discretion of the employing agency or institution. It is the policy of the NDUS that institutions and the system office may release or disclose an employee's home address, (including home or personal e-mail address) home telephone number (including personal cell phone number) and photograph as permitted by law, unless an employee has requested in writing or electronically that the information not be released, in which case the information shall not be released. Other employee personal information, including medical information, motor vehicle operator's identification number, payroll deduction information, the name, address, phone number and date of birth of any dependent or emergency contact, any credit, debit, or electronic fund transfer card number, and any account number at a bank or other financial institution, shall not be released. Notwithstanding the above, employee personal information may be released as required by law, pursuant to a court order or subpoena, with permission of the employee given in writing or electronically, or in response to an emergency or other compelling reason as determined by a supervisor or department head or the agency or institution human resource professional. Further, certain employee financial information defined as employee personal information under section 44-04-18.1, including credit card, debit and electronic fund numbers, may be included in the definition of "covered data and information" governed by the provisions of the Financial Services Modernization Act of 1999 (Gramm Leach Bliley Act). Notwithstanding section 44-04-18.1, employee personal information included within the definition of "covered data and information" under Gramm Leach Bliley may be disclosed only as permitted by federal law and implementing system and campus procedures.

Reference: SBHE Policy - 1912  

History:
Chancellor's Cabinet Meeting, January 12, 2005.
Chancellor's Cabinet Meeting, September 3, 2008.
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