California State University, Long Beach
Confidentiality of Human Resource Records and Information Requirements
The California State University (CSU) has responsibility to protect sensitive employee
data and maintain confidentiality of that data under the Information Practices Act (IPA)
and Title 5. The Information Practices Act, California Civil Code Section 1798,
requires the campus to collect, use, maintain and disseminate information relating to
individuals in accordance with its provisions. Additionally, Sections 42396 through
42396.5 of Title 5 of the California Code of Regulations address privacy and the
principles of personnel information management. Summaries of the IPA and Section
42396.2 of Title 5 are provided in Attachments A and B of this document, respectively.
Attachment C contains Education Code Section 89546 relating to employee records.
Pursuant to CSU HR Technical letter HR 2003-05 issued March 13, 2003, the campus
must take necessary measures to protect confidential employee personal information,
which includes, but is not limited to, social security number, ethnicity, gender, home
address, physical description, home telephone number, medical history and performance
To protect confidential information, the following measures must be followed:
1. The campus must ensure that all employees with access to confidential information have a legitimate
CSU need to have such access. These employees must understand the responsibility they have under
the Information Practices Act and Title 5 to protect sensitive employee data.
2. Confidential employee information should not be transmitted outside the CSU unless it is for legitimate
CSU purposes. Recipients must be informed that the information provided is confidential and is
provided for the sole purpose of the specific business need. Also, recipients must be informed that they
are responsible for the protection of the information and the destruction of all files after the intended
use is satisfied.
The CSU requirements for protecting confidential employee data include the requirement
that employees with access to confidential employee data in PeopleSoft or any other
computerized information system sign a confidentiality agreement acknowledging that
the employee understands requirements for protecting confidential employee data.
ACCESS TO EMPLOYEE RECORDS
This section establishes campus procedures to be followed when requests for access
involve records concerning University employees/applicants. All requests for
employment verification should be referred to Payroll and Benefit Services at extension
5-4164. All requests for faculty employee and/or faculty applicant information shall be
forwarded to the Associate Vice President for Academic Personnel. All requests for staff
employee and/or staff applicant information shall be forwarded to the Director of Staff
Personnel Services. If the format of the request is a report or Excel file, a special form
Rev Date: 05/10/2006