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Personally Identifiable Information - Applicable Policies

The following table contains a cross referenced list of frequently used data fields and shows which policies apply by individual regulatory entity.

Identifiers UCSD UCOP State Federal
Name 1 3b, 4a, 4b 4, 6, 7 8, 9, 10
Social Security Number 1, 2, 3a 3b, 4a 4, 5, 6, 7 8, 9, 10
Address 1, 3a 4a, 4b 5, 7 8, 9, 10
Date of birth 1, 3a     9, 10
Phone number 1, 3a 4b 5, 7 8, 9, 10
Email 1   4, 5, 6 9, 10
Place of birth 1     10
Major 1     10
Grade level 1     10
Enrollment status 1     10
Number of course units enrolled 1     10
Most recent previous educational institution 1     10
Participation in officially recognized activities 1     10
Name, weight, and height of participants on athletic teams 1     10
Student's parent or other family members 1, 3a 4a, 4b   8
Citizenship 3a 4b   8
Physical description     5, 7  
Degrees, honors, awards, certificates and licenses 1   7 9
Driver's License or state issued identification card number 2 3b 4, 5, 6  
Financial data 2 3b, 4b 4, 5, 6, 7 8, 9
Web site       9
Medical Record Number   3b 4, 5, 6, 7 9
Insurance number   3b 4, 6 9
Biomedical device numbers   4a   9
Vehicle Identification Number       9
Date of death       9
Full facial photo       9
Employment history 3a   5, 7  
Income and credit history   4b   8
Performance evaluations or letter related to performance 3a 4b   8
Income tax withholding 3a      
Other indirect identifiers such as the student’s date of birth, place of birth, and mother’s maiden name   4a    

Data Sources

UCSD:

1. UCSD Policy 160-2: Disclosure of Information From Student Records
2. UCSD Implementation Plan For Protection of Electronic Personal Identity Information
3a. UCSD Policy 230-11: Maintenance of, Access to, and Opportunity to Request Amendment of Academic Personnel Records

UCOP:

3b. IS-3: Electronic Information Security
4a. PACAOS-130: Policies Applying to The Disclosure of Information from Student Records
4b. Information Security Policy

State:

4. SB 1386
5. California Public Records Act Code 6250-6270
6. AB 1298
7. California Civil Code 1798.3

Federal:

8. Gramm-Leach-Bliley Act
9. HIPAA
10. FERPA

Other Links: