Student Services Manual (SSM)

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SSM 107–02 Table

The office or department reporting the loss, theft, or inappropriate disclosure:

  1. files a report with the appropriate jurisdiction if theft has occurred
  2. notifies the administration office of University Registrar Services and the Office of General Counsel of the loss, theft, or inappropriate disclosure
  3. notifies all students affected by letter or e-mail, including a summary of what occurred, the police report number (if theft has occurred), and advice to monitor any suspicious activity involving possible misuse of information to establish unauthorized credit (if applicable, provide Social Security Administration fraud telephone number [800/269–0271] and credit bureau numbers [Equifax, 800/525–6285; Experian, 888/397–3742; Trans Union, 800/680–7289])
  4. informs students that the Federal Trade Commission (FTC) maintains the U.S. government’s central Web site for information about identity theft at http://www.consumer.gov./idtheft/

    and

  5. submits to the administration office of University Registrar Services a copy of the letter sent to students, a list of all affected students, and a statement indicating proactive steps to be implemented in the department to prevent future loss, theft, or inappropriate disclosure of records information.

University Registrar Services:

  1. confirms that students and the Office of General Counsel have been notified
  2. adds the department’s letter, list, and statement to the FERPA file
  3. provides assistance to individual students involved upon request

    and

  4. consults with the department on prevention strategies as needed.

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