Approved - Fall 2001
The Campus Card Committee wants to assure existing and potential cardholders that all information gathered from card transactions is treated with confidentiality.
Card transactions fall into three categories: financial, access control, and library.
As has been the practice in the past, all financial and financial transaction information that is gathered from card and account transactions will be treated with the same confidentiality as all other student financial information. For internal business matters, some staff will need to access information to provide services and correct errors. All staff shall treat transaction information with strict confidentiality.
The Campus Cash debit account agreement states:
"Information regarding the participant's account or transactions may be disclosed to third parties when necessary to complete transactions, when the condition or existence of an account must be verified, to comply with government agency or court orders, or with the participant's written permission."
For example, IRS auditors could access card transaction information as part of an audit. In some cases, there could be a court order, which would require the College to release information. Otherwise, the participant's written permission is required to release information.
This policy is stated in the Campus Life Policies: Personal Safety section of the Grinnell College Student Handbook. That policy states:
"Guidelines for Accessing the Electronic Locking System
- If a student, faculty, or staff would like access to or information from the electronic locking system, they must get approval through the Office of Student Affairs or the Vice President of Business and Treasurer of the College.
- The electric locking information will only be used in case of emergencies and security issues (example --- locating a lost or missing student, tampering with the system, damaging the system, or investigating a crime)."
Grinnell College Libraries comply with Iowa Code § 22.7 (2001) with respect to confidentiality of library records. The text reads: "Iowa Code § 22.7 (2001) Confidential records. The following public records shall be kept confidential, unless otherwise ordered by a court, by the lawful custodian of the records, or by another person duly authorized to release such information: ... 13. The records of a library which, by themselves or when examined with other public records, would reveal the identity of the library patron checking out or requesting an item or information from the library. The records shall be released to a criminal or juvenile justice agency only pursuant to an investigation of a particular person or organization suspected of committing a known crime. The records shall be released only upon a judicial determination that a rational connection exists between the requested release of information and a legitimate end and that the need for the information is cogent and compelling."