BP 8113 Employee Identification

College Policies

Statement of purpose

PCC’s Information Security Policies support the following goals:

Promote a “security is everyone’s responsibility” philosophy to assist PCC in meeting its business and legal commitments.
Ensure that PCC complies with all applicable laws and regulations.
Ensure the integrity, reliability, availability, and superior performance of IT resources.
Ensure that users are protected from data breach and cybercrime.
Ensure that use of IT resources is consistent with the principles and values that govern the use of other college facilities and services.
Prevent unauthorized disclosure of controlled sensitive data.
Prevent disruption of the learning experience.
Ensure the college is protected from financial, legal, regulatory, and reputational harm.
Ensure that IT systems are used for their intended purposes.
Establish processes for addressing policy violations and sanctions for violators.

Physical access to PCC creates security risk, especially access to critical areas such as data centers or areas that provide direct access points to PCC’s network. This risk can best be mitigated using preventative controls such as smart badges and other forms of identity management.

Scope statement

This policy applies to all PCC physical facilities and any person accessing PCC facilities.

Policy summary

Employees, contractors, affiliates, or any other person entering Portland Community College (PCC) facilities shall use their PCC-approved physical access mechanisms to gain physical access to secure facilities. Visitors shall not access PCC secure facilities unless access has been explicitly granted by a PCC employee or they have been assigned a physical access mechanism by PCC Public Safety.

This policy shall be subject to and superseded by applicable regulations and laws.

Policy

Adds, changes, and deletions of access privileges resulting from new employee onboarding, changes in employee duties, or termination shall be granted in accordance with People, Strategy, Equity, and Culture (PSEC) and Public Safety procedures.
Access to confidential information shall only be granted after the employee has successfully completed applicable security awareness and onboarding training.
The data center and other areas deemed highly restricted shall maintain a Visitor Log.
All visits to the data center shall be logged, to include: name, firm represented, and the employee authorizing physical access (escort).
Visitor Logs shall be retained in accordance with the Record Retention Schedule.

Exemptions

None.

Exceptions

Exceptions to this policy must be pre-approved in writing by the Chief Information Security Officer (CISO) / Director of Public Safety.

Policy violation

Violation of this policy may result in disciplinary action in accordance with PCC People, Strategy, Equity, and Culture (PSEC) and/or Student Conduct guidelines.
PCC reserves the right to report security violations or compromises to the appropriate authorities. This may include reporting violations of Federal, State, and local laws and regulations governing computer and network use, or required accreditation reporting.
Anyone who violates this policy may be held liable for damages to PCC assets, including but not limited to the loss of information, computer software and hardware, lost revenue due to disruption of normal business activities or system down time, and fines and judgments imposed as a direct result of the violation.
PCC reserves the right to deactivate any User’s access rights (whether or not the User is suspected of any violation of this policy) when necessary to preserve the integrity of IT Resources.

Complaint procedures

Report non-security-related violations (such as receipt of inappropriate content, other People, Strategy, Equity, and Culture (PSEC) policy violations, general college policy violations, or regulatory compliance violations) to a supervisor, PSEC, or EthicsPoint.

Report information security and general technical policy violations to the IT Service Desk at 971-722-4400 or servicedesk@pcc.edu, or contact the CIO or CISO.

Governing standards, policies, and guidelines

US Dept of Education: Guidance Letter – Protecting Student Information
US Dept of Education: Family Educational Rights and Privacy Act (FERPA)
US Dept of Homeland Security: Federal Information Security Management Act (FISMA)
Gramm-Leach-Bliley Act (GLBA)
FTC Red Flags Rule
Health Insurance Portability and Accountability Act (HIPAA)
International Organization for Standardization (ISO)
National Institute Standards and Technology (NIST)
Payment Card Industry Data Security Standard (PCI DSS)
Sarbanes-Oxley (SOX) for Colleges and Universities

Definitions

Controlled Sensitive Data (CSD)
A general categorization that is used in PCC’s Information Technology (IT) policies (primarily the Information Security Policy and the Acceptable Use Policy) to represent all confidential and private information governed by those policies.
- CSD includes: PII, PHI, HIPAA, FERPA, regulated, private, personal, or sensitive information for which PCC is liable if publicly disclosed.
Cybercrime
Criminal activity or a crime that involves the Internet, a computer system, or computer technology.
Data Breach
Generally, an incident in which sensitive, protected, or confidential data has potentially been viewed, stolen, or used by an individual unauthorized to do so.
- Note: Although “breach” is a commonly used term in the information security community, legally, the term “breach” tends to only be used when a security event reaches the threshold of regulatory reporting. PCC legal council recommends using the terms “incident” or “compromise” until it can be determined whether an event satisfies the legal definition of a breach.
Hardware
The collection of physical components that constitute a computer system (a desktop computer, a server in a datacenter, a network switch, a printer, etc.)
IT Resource
(At PCC) All Information Technology (IT) resources that are the property of PCC and include, but are not limited to, all network-related systems; business applications; network and application accounts; administrative, academic and library computing facilities; college-wide data, video and voice networks; electronic mail; video and web conferencing systems; access to the Internet; voicemail, fax machines and photocopiers; classroom audio/video; computer equipment; software and operating systems; storage media; Intranet, VPN, and FTP.
- IT Resources include resources administered by IT, as well as those administered by individual departments, college laboratories, and other college-based entities.
Record Retention Schedule
A listing of all data retention requirements overseen by the PCC Data Governance committee.
Software
A set of instructions that tells a computer what to do.
- Computer software is generally constructed as programs (applications) written in a specific language designed to run on computer hardware. Most common softwares are applications for business and personal use. More specialized computer software runs the operating systems of computers, operates machinery, creates artificial intelligence in robots, controls scientific instruments, etc.
System
(In Information Technology [IT]) A computer system consists of hardware components that work with software components to achieve a defined outcome.
- The main software component that runs on a system is an operating system that manages and provides services to other programs that can be run in the computer. Computer systems may also include peripheral devices such as printers, A/V equipment, operating machinery, etc.
User
Any person who makes any use of any PCC IT resource from any location (whether authorized or not).

Responsible executive

Chief Information Officer

Responsible officer

Chief Information Security Officer (CISO), Director of Public Safety

Responsible office

IT Information Security, Office of Public Safety

Last revision date

09-09-2024