University of Alabama at Birmingham
INFORMATION DISCLOSURE AND CONFIDENTIALITY POLICY
January 22, 2010
(Replaces activity anachronous December 10, 2002)(Replaces activity advantaged “Information Acknowledgment Policy” anachronous July 22, 1998)[Edited April 10, 2007, to accommodate advertence to Abstracts Protection and Security Policy][Edited March 18, 2009, for change in titles and assemblage names] [Edited October 12, 2011, to reflect changes in authoritative structure]
Data Protection and Security PolicySection 7.3, Agent Behavior and the Working Environment, You and UAB HandbookPrivacy and Acquaintance of Annal — HR Activity 407Rule 105, Ownership and Preservation of Annal and Files, The Board of Trustees of the University of Alabama Board ManualHIPAA Core PoliciesPolicy 408 in the Human Resource Management Cadre Behavior and Procedures ManualUAB Apprentice Annal Activity in the catalogs of the assorted schools and divisions
UAB is the buyer of all advice captured application UAB assets and assets. As such, UAB is amenable for accouterment guidelines and procedures which will abutment affluence of use and admission to abstracts and advice according to accustomed and accepted needs of associates of the UAB association and the public. As a state-supported institution, UAB recognizes its obligation to accommodate the citizens of Alabama with advice apropos amount of attainable funds, and UAB is committed to accouterment such advice in an alike and constant manner. This usually is able through regular, attainable belletrist to local, state, and federal agencies; through ample administration of UAB’s apart audited banking statements; by authoritative anniversary bacon advice attainable through the UAB libraries; and by responding appropriately to specific requests for information. UAB recognizes that advisers of the academy may exercise the adapted of any aborigine to abode violations of law to adapted authorities and that advisers accept a assignment to abet with accustomed admiral of local, state, and federal agencies. In general, UAB annal and abstracts (except for assertive categories of advice including, but not bound to, those adequate by acquaintance laws and regulations) may be accountable to analysis as provided by law. This activity is accustomed to accommodate for the alike acknowledgment of UAB annal to individuals or entities requesting them.
This activity primarily deals with “administrative,” “management,” “business,” or “policy-making” advice generated as allotment of active the institution. Not covered by this activity are the broadcasting of after-effects of academic, research, and bookish activities which chronicle to the chargeless barter of account and the administration of adeptness in a college apprenticeship institution. However, there may be school, department, or assemblage rules and regulations allegorical how and back such bookish adeptness is presented, reported, and broadcast by UAB adroitness and analysis personnel.
Unless contrarily noted, all advice covered by this activity is to be advised as “confidential advice for official centralized use only,” until it is appear based on the agreement of absolution included in this policy. As allotment of accustomed UAB operations, assertive departments or units may absolution advice contrarily classified as arcane back adapted by alien entities such as acceding agencies.
Subject to almanac assimilation requirements, abstracts absolute arcane advice or restricted-release advice charge be shredded, torn, or cut into pieces such that the advice is no best apparent above-mentioned to its actuality placed in debris or recycling bins. Likewise, cyberbanking accumulator media (for example, diskettes, bunched disks, tapes, deejay drives, etc.) absolute arcane advice or restricted-release advice charge be absolutely erased, reformatted, or destroyed above-mentioned to actuality alone or placed in debris bins. (Contact the UAB Equipment Accounting Administration apropos procedures for antibacterial UAB advice in computers actuality beatific to the UAB Warehouse for disposal.)
ALL MEDICAL AND HEALTH INFORMATION IS CONFIDENTIAL INFORMATION AND MUST BE TREATED AS SUCH.
Medical/Health Advice in Patient-care Settings
All medical and bloom advice in any patient-care or health-care ambience at UAB or in any ambience involving medical or bloom advice (including analysis involving accommodating affliction or medical/health information) is arcane advice and charge not be appear to anyone who does not accept the adapted to view, or know, the information. (See the Alone Identifiable Bloom Advice area of this activity for added advice apropos medical and bloom information.)
No physician, added health-care provider, or apprentice may appearance or altercate a person’s bloom advice unless he or she is the accessory physician or primary provider, has been requested to be complex by the accessory physician or primary provider, or contrarily has been asked to be complex in health-care casework for the patient.
Any medical or bloom advice which an agent (or apprentice activity in the health-care arena) receives, or has admission to, (whether verbal, written, visual, or electronic) apropos patients or apropos any alone and the medical/health casework performed for that alone is arcane advice alike if the agent (or student) did not absolutely accouter the services.
Medical/Health Advice in “Non-patient-care” Settings
All medical and bloom advice alfresco of a absolute patient-care ambience additionally is arcane advice and charge be advised as such. Any medical or bloom advice that an agent learns, alike inadvertently, as a aftereffect of his or her job responsibilities at UAB or contrarily as a aftereffect of his or her application accord with UAB is advised confidential. This includes, but is not bound to, medical or bloom advice in analysis settings alike if the analysis does not absorb absolute accommodating care.
All medical and bloom advice about UAB advisers (including, but not bound to, medical condition, medical assay results, belletrist or annal from medical personnel, advice apropos a disability, medical advice apropos adeptness to accomplish a job, medical history, etc.) charge be advised as arcane information, charge be calm and maintained on forms abstracted from added employee/employment forms, and charge be maintained in abstracted files accustomed for this purpose.
Use and Absolution of Information
From time to time, UAB advisers may accept requests for advice which may or may not be attainable through “public” sources, and it is accustomed that generally it is difficult for advisers in departments or units to apperceive the acknowledged or UAB restrictions on the absolution of advice to alien entities. Arcane information, no amount on what average it is stored, charge not be accessed or transmitted in abuse of UAB activity or in abuse of law. For purposes of this policy, UAB advice has been classified into the afterward three categories, and anniversary class contains a description of the restrictions for disseminating the advice through accustomed channels:
1. Centralized Information
Definition: Centralized advice as acclimated actuality agency advice which is aggregate or generated for UAB’s centralized use and which has not yet been broadly broadcast to UAB’s centralized or alien constituents. This includes “administrative,” “management,” “business,” or “policy-making” advice which UAB employees, including faculty, accomplish or advance during the advance of their duties or responsibilities as UAB employees.
Terms of Release:
UAB advisers may not use centralized UAB advice for claimed purposes and may not arrest its use for able UAB purposes. Acknowledgment of abstracts absolute centralized advice may be adapted from time to time, but such disclosures charge be fabricated by one of the UAB admiral listed aloft as accustomed to absolution such information.
2. Alone Identifiable Information
All alone identifiable advice of UAB employees, students, analysis subjects, and patients may be broadcast alone in adapted circumstances, afterwards able review, and through the administration channels declared beneath or declared in abstracted abstracts allegorical such processes.
Individually Identifiable Agent Information: This class includes any advice which is allotment of an individual’s demographic or application almanac at UAB.
Terms of Release:
General: Adapted departments, units, and individuals are accustomed to absolution bacon or added alone identifiable advice adapted by alien entities (for example, acceding agencies) back that acknowledgment is a allotment of accustomed UAB operations. Likewise, alone identifiable advice that commonly is a allotment of such things as belletrist of advocacy or belletrist of advertence may be included in such documents.
Publicly Attainable Information: The printable and online UAB directories accommodate advice such as agent name, e-mail address, department, job title, appointment location, appointment blast number, and appointment facsimile number. For purposes of this policy, those items are advised attainable application information, and such advice may be appear after above-mentioned approval.
UAB Campus Directories File: The book of the UAB agenda shall alone be accesible by the use of a BlazerID and password. This book allows for the press of the UAB directory. The book or the printed UAB agenda may be broadcast outside of UAB alone by the Appointment of Attainable Relations and Marketing. Requests from alien entities or individuals for copies of the printed UAB agenda charge be referred to that office.
Use of E-mail Addresses for Ample Distributions: E-mail addresses are not to be acclimated for accumulation or aggregate mailings to UAB advisers unless accustomed by the Appointment of Human Assets or candy through the adapted UAB authoritative entity.
List of UAB Salaries: A absolute account of all UAB adroitness and agents salaries paid from UAB sources of funds is attainable for accepted admission and analysis at the Lister Hill Library of the Bloom Sciences and at the Mervyn H. Sterne Library.
Employment Advice Requests–News Media: All requests by alien account media cadre for salary, application cachet information, or agent advice charge be referred to UAB’s Attainable Relations Officer.
Employment Advice Requests–Non-media: All non-media requests for alone identifiable advice about UAB advisers charge be referred to the Appointment of Human Resource Management for approval of absolution and administration of the information. (As adumbrated above, bacon advice is attainable to the accepted attainable at the Lister Hill Library of the Bloom Sciences and at the Mervyn H. Sterne Library.) The alone advice about alone UAB advisers accustomed to bodies who analyze of the Appointment of Human Assets is as follows:
Internal UAB Requests: Centralized requests for alone identifiable agent advice should be referred to the Chief Human Assets Officer if it is not bright whether the advice should be provided to addition UAB administration or unit.
Individually Identifiable Apprentice Information: This is any advice which pertains to a specific, alone apprentice and includes all advice pertaining to a student’s enrollment.
Terms of Release: The absolution of alone identifiable advice is covered by federal law and the behavior and procedures of the Appointment of Registration and Bookish Records. All requests for acknowledgment of any blazon of alone identifiable apprentice advice charge be referred to that office.
Individually Identifiable Bloom Information: This advice (including such advice calm or maintained in analysis settings) additionally is accepted as “protected bloom information.” This advice is covered by federal and accompaniment rules and regulations and by behavior of UAB, the UAB University Hospital, and the UAB Bloom System.
Terms of Release: All requests for acknowledgment of an individual’s accommodating record, medical information, or bloom advice are accountable to federal and accompaniment rules and regulations and to behavior of UAB, the UAB University Hospital, and the UAB Bloom System. Requests for description of those behavior should be directed to an actual supervisor, to the UAB official(s) analogous accomplishing of the Bloom Insurance Portability and Accountability Act (HIPAA), to the Appointment of the Hospital Controlling Director, or to the Appointment of the CEO of the UAB Bloom System.
Non-individually Identifiable Agent and Apprentice Information: This is standardized, summary, general, averaged, or contrarily non-individually identifiable advice (or de-identified information) acclimated in analysis and in official advertisement or for added official purposes. It includes, but is not bound to, accepted profiles of the agent and apprentice populations.
Terms of Release: Adapted UAB admiral may absolution generalized, averaged, and arbitrary bacon or non-individually identifiable advice as bare for connected or added official reporting. For advice apropos which admiral or offices may absolution such information, acquaintance the President’s Office.
3. Broadly Broadcast Information
Definition: This is advice which is generated for administration to UAB’s centralized and alien capacity or which is appear for ample distribution. Examples include, but are not bound to, advice independent in nonconfidential belletrist to federal, state, and bounded agencies and advice independent in UAB publications such as Facts & Figures, the UAB Banking Report, and The President’s Report.
Terms of Release: Deans, directors, and administration heads, or their designees, accept the ascendancy to advertise this blazon of advice to requesting parties. However, if there is a agnosticism as to whether the advice is advised for ample administration as authentic by this section, the appeal should be advised by one of the adapted UAB admiral listed aloft in account cardinal 1 advantaged “Internal Information.”
All UAB annal which are adapted to be retained assuredly based on UAB, or other, assimilation requirements are beatific to the UAB Archives back the annal no best are bare in the UAB administration or unit. It should be accepted by individuals, departments, or units which accelerate annal to a anon attainable archival activity such as the UAB Archives that those annal may be attainable to the attainable and that the annal may be appear by the agents of the UAB Archives unless the annal are belted by statute or are contrarily arcane as defined in this policy. Archive annal may be classified by the individual, department, or assemblage sending them to the Archives into categories about to their advised accessibility including, but not bound to, “records with absolute accessibility,” “records which are not to be accessed for a defined aeon of time except by cloister or added bounden order,” “confidential annal not to be accessed except by an adapted UAB official,” etc.
This activity applies to all advisers of the University of Alabama at Birmingham, including adroitness and including acceptance activity as employees.
A abuse of this activity by employees, including faculty, shall aftereffect in antidotal activity according to accustomed UAB antidotal procedures up to, and including, acquittal for nonfaculty advisers and abortion for account for adroitness employees.
The Appointment of the Vice President for Banking Affairs and Administration is amenable for the development and aliment of procedures to apparatus this policy.
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