Collection and Handling of Education-Related Information and Documents by ACsĪ. PII must not be stored off-site (for example, at home) unless it can be stored securely such as in a locked filing cabinet or safe. PII must not be left unattended in a vehicle this includes any papers, document holders, briefcase, and/or any information on a CD, hard-drive or laptop.Ĥ. ACs must keep PII in his or her possession at all times during transit.ģ. This applies to all forms of PII, whether in paper form such as student documents and files, or electronic form such as CDs, thumb drives, portable hard-drives or laptops.Ģ. ACs must not take any personally identifiable information belonging to Job Corps applicants, students or graduates off-site unless explicit approval is received from the OA manager.
Should circumstances necessitate that PII is taken outside of the Outreach and Admissions (OA) office, ACs must adhere to the following guidelines:ġ. Any kind of PII that may have been left by others, or any PII incidents that staff observe should be reported immediately.ī. Sensitive documents must be properly disposed of by shredding or placing them in a locked recycling bin, and never placed intact in a trashcan or open recycling bin.ĩ. All documents containing PII must be immediately retrieved from printers, copiers and fax machines as soon as they are printed or received, including the originals.Ĩ. When not in use, documents containing PII must be stored in locked file drawers or a secured room.ħ. Any missing documents or equipment that contains Protected PII must be immediately reported to the Information Technology (IT) Point of Contact (POC) and the Job Corps Technical Assistance Center.Ħ. Approved encryption must be used to encrypt data that is moved to a portable device like a thumb drive, or Compact Disk (CD).ĥ. E-mail containing any PII is not allowed outside the domain.Ĥ. ACs must only access and store student protected PII using the CDSS Suite of Applications.ģ. ACs must not use personally owned or public computers to download or store protected PII.Ģ. ACs must adhere to the following guidelines:ġ. Providers of enrollment services must ensure that PII gathered during the admissions process is protected at all times. Safeguarding Personally Identifiable Information (PII) by Admissions Counselors (ACs)Ī. 6.2 Enrollments, Transfers, and Separations.Administrative Support Services Currently selected 5.12 Name of Job Corps Centers and Facilities.5.9 Environment and Occupational Safety and Health (OSH).5.8 Facility Operations and Maintenance.
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