Student Records Security and Confidentiality Agreement
Recognizing the need to maintain individual and institutional rights to privacy and
confidentiality and realizing that, as an employee of Desert Community College District,
my assigned responsibilities necessitate the handling of sensitive information about
employees, students and graduates, I affirm my intention to preserve the strictest
standards of confidentiality in the use of this information.
I will use Datatel, WebAdvisor, Informer and all other data entry and data reporting
Software only for the purposes for which I am authorized;
I will not disclose any of my LOGIN ID’s or password to any person;
I will not allow anyone else, even other authorized users, use of my PC while it is
logged on to Datatel Software under my LOGIN ID, nor allow casual onlookers to view
I will not participate in unauthorized disclosure of any data or password;
I will print records only when necessary;
I will report any attempted or successful violation of institutional or personal security
or privacy policies and procedures to my supervisor and the Dean of Information Systems;
I will not establish separate databases which duplicate or conflict with the Datatel
I will submit updates of data to the appropriate office upon receipt;
If I am authorized to remove the HR Privacy Flag from an employee record, I will only
do so in the course of official college business. I will replace the HR Privacy Flag
to the employee record immediately after the work has been completed or by the end
of the work day.
Any confidential employee or student data archived or printed will be destroyed or
shredded after its use.
I understand the intent of this statement and will exercise diligence in performing
my duties in accordance with institutional policies. Any unwarranted and deliberate
violations of the terms of this agreement will subject me to possible disciplinary
action, including termination, and/or legal actions. All data entry fields are tracked
to the LOGIN ID and the user with the LOGIN ID will be held responsible for any violation.