(A) The college operates one or more personal information systems
regulated by chapter 1347. of the Revised Code. The executive vice president of
administration is directly responsible for the system. For the purposes of this
policy:
(1) "Personal information" means any
information that describes anything about a person, or that indicates actions
done by or to a person, or that indicates that a person possesses certain
personal characteristics, and that contains, and can be retrieved from a system
by a name, identifying number, symbol, or other identifier assigned to a
person.
(2) "System" means any group of related
records maintained by the college and from which personal information can be
retrieved by the name of the person or by some identifying number, symbol, or
other identifier assigned to the person. System includes records that are
manually stored and those stored through the use of electronic data processing
equipment.
(B) The college will inform, in writing, all employees
responsible for the operation or maintenance of the system or for the use of
personal information in a system of the existence of chapter 1347. of the
Revised Code and of this policy.
(C) An individual who initiates or contributes to any
disciplinary or other punitive action against another individual who brought to
the attention of appropriate authorities, the press, or any member of the
public, evidence of unauthorized use of information contained in a personal
information system will be subject to disciplinary action pursuant to the
college's corrective action procedure.
(D) Any individual who is asked to supply personal information
for a college system will be informed, in writing, whether or not the
individual is legally required to supply the information or that the individual
may refuse to supply the information.
(E) The accuracy, relevance, timeliness and completeness of
personal information in a system will be monitored and maintained.
(F) The college shall take reasonable precautions to protect
personal information in a system from unauthorized modification, destruction,
use, or disclosure.
(G) The college will periodically review its personal information
systems and eliminate personal information that is no longer necessary and
relevant, pursuant to applicable record retention schedules.
(H) Upon request from and proper identification of an individual
who is the subject of personal information in a system, the college
shall:
(1) Inform the person of the existence of any
personal information in the system of which the person is the
subject.
(2) Permit the person or his legal guardian or an
attorney who presents a signed written authorization made by the person to
inspect all personal information in the system of which the person is the
subject.
(3) Inform the individual about the types of uses
made of the personal information including the identity of any users usually
granted access to the system.
(4) Disclose upon request, medical, psychiatric,
or psychological information to a person who is the subject of the information
or to his legal guardian, unless a physician, psychiatrist, or psychologist
determines for the college that the disclosure is likely to have an adverse
effect on the person, in which case the information shall be released to a
physician, psychiatrist, or psychologist who is designated by the person or by
his legal guardian.
(5) Provide copies of personal information to the
person upon request. Charge a fee of twenty-five cents per page for copies of
personal information.
(I) Disputes concerning information in system
(1) An individual may request, in writing, that
the college investigate the status of personal information in a system that the
individual believes is not accurate, relevant, timely, or
complete.
(2) The college shall investigate the matter
within a reasonable time but no later than ninety calendar days after the
request has been made to determine if the information is accurate, relevant,
timely and complete.
(3) The college shall notify the individual, in
writing, of the results of the investigation and of the intended action of the
college. The college shall delete any personal information that it cannot
verify or that it finds to be inaccurate.
(4) If the individual is not satisfied with the
college decision, the college may do either of the following:
(a) Permit the individual
to include within the system, a brief statement of the individual's
position on the disputed information. The college shall maintain a copy of the
individual's statement in the individual's personnel or student file.
The college may limit the statement to not more than one hundred words if the
college assists the individual to write a clear summary of the
dispute.
(b) The college shall
include the statement in any subsequent transfer, report, or dissemination of
the disputed information and may include with the statement of the individual a
statement by the college that it has reasonable grounds to believe that the
dispute is frivolous or irrelevant, and of the reasons for its
belief.
(c) The college shall, at
the written request of the individual, furnish notification that the disputed
information has been deleted, or furnish a copy of the individual's
statement of the dispute, to any person specifically designated by the
individual. (The college shall clearly and conspicuously disclose to the
individual the individual's right to make such a request.)
(J) The college shall comply with all applicable provisions of
chapter 1347. of the Revised Code, whether or not explicitly set forth in this
policy.
(K) The president or the president's designee is hereby
directed to take all steps necessary and appropriate for the implementation of
this policy.
