Information Security

Data Protection

Data Protection Classifications
Category Classification
Level 1 (PII)
Confidential

Data governed by existing law or statute, such as:

  • (PII) Social Security number and name, credit card numbers and cardholder name, driver's license number and name
  • (ePHI) Health Information
Level 2
Internal

Information that must be protected because of ethical or privacy concerns, such as grades, disciplinary actions, or student photo

  • FERPA Information
Level 3
General

Information such as title, email address, or other directory information that is freely available in the public domain

  • FERPA Directory Information

Click here to download the CSU, Chico Data Classification and Protection Standards! (PDF)

What is Protected Information?

"Protected information" is an umbrella term for information that is linked to an individual person's identity, such as Social Security numbers, drivers' license data, and credit card or bank account information (sometimes called Personally-Identifiable Information, or PII) and which can be used to facilitate identity theft. Universities in particular have become attractive targets for hackers because of the freedom with which information is exchanged in an educational environment. Chico State University, like other institutions, is legally required to be vigilant and proactive in the protection of PII that's been entrusted to us.

Data Classification and Protection Standards

Data Classification and Protection Standards (PDF) have been developed by CSU, Chico to classify various types of information as outlined below:

  • Level 1 protected data: Confidential information governed by existing law or statute such as Social Security numbers and names, credit card numbers with cardholder names, or medical records related to an individual.
  • Level 2 private data: Internal use information that must be protected due to ethical or privacy concerns such as student grades, courses taken, or disciplinary actions.
  • Level 3 public (not protected) data: General information such as a person's title, email address, or other directory information that is available in the public domain.

Detecting Protected Information

The University is required to inventory protected information stored on campus systems. Beginning fall 2014, the campus will provide tools to help locate, protect, or delete confidential Level 1 protected data stored on University computers.

Handling Protected Data

If you find protected data on a system under your control, the following options are available to you:

Remember that CSU, Chico protected data may only be kept on campus systems.

Storage of Protected Data

Level 1 and Level 2 data must be protected.

Neither Level 1 Confidential data nor Level 2 Private data should be stored on university–owned personal computers (desktop or laptop), other electronic storage media (e.g., cd, DVD, or flash drive) or other electronic devices (e.g., mobile devices, smart phones, tablets) unless University data security requirements commensurate to the data classification level are met.  Level 1 and Level 2 data should be removed when the business justification for storage no longer exists, or when required by records retention schedule.  Level 2 Private data for students enrolled in the current semester may be stored on University and non-university owned computers during the current term only. At the end of the term, such data should be removed to an appropriate, secure archive medium and location or encrypted.

Systems and electronic storage devices used to store Level 1 Confidential or Level 2 Private must meet minimum CSU Chico, desktop security standards available here CSU, Chico mandated security standards. (PDF)

Level 1 Confidential data stored on university–owned computers (desktop or laptop), other electronic storage media (e.g., cd, DVD, or flash drive) or other electronic devices (e.g., mobile devices, smart phones, tablets) must be encrypted using University-approved encryption methods.

Under no circumstance should Level 1 Confidential data be stored on computers, other storage media, or other electronic devices not owned by the California State University, its auxiliaries or its foundations or centers. 

Cloud Storage

Cloud Computing Security(opens in new window) - Cloud computing security, including Software as a Service (SaaS), makes use of the cloud computing infrastructure to deliver one application to many users, regardless of their location. Cloud storage of files can expedite collaboration and sharing of information, however users need to be aware that CSU, Chico explicitly forbids the storage of University Level 1 Protected Information and restricts the storage of Level 2 Private Information.

The following table outlines the data classification and proper handling of CSU, Chico data:

Data Classification & Proper Handling
Data Classification
Level 1
Protected
Level 2
Private Internal
Level 3
Public General
Non-University Data
Local Storage
(on your computer)
Incidental Use Allowed
Incidental Use Allowed
Incidental Use Allowed
Cloud Storage Approved by University
CSU Chico*
Box
Incidental Use Allowed
CSU Chico*
Box Level 1 Folder
Incidental Use Allowed
CSU Chico*
Sharepoint/O365/
OneDrive/Google Apps
Incidental Use Allowed
Incidental Use Allowed
Non-CSU Chico
Google, Box, Dropbox & O365
*Only services contracted by and supported by the University
Allowed   Not Allowed
Level 1 Protected Data - Confidential
(PII) Social Security number and name, driver's license number and name, and credit card numbers
(ePHI) Health Information
 Level 2 Private Data -Internal
Information Must be protected because of ethical or privacy concerns, such as grades, disciplinary actions, or student photos
  • FERPA Information
  • Employee Data
Level 3 Public Data - General
Information such as title, email address, or other directory information that is freely available in the public domain
Non-University Data
Personal files, instructional documents, syllabus

CSU Chico Data Owners-Formal Delegation by Vice Presidents

Schedule Series

Department

1.0 Personnel/Payroll
AVP for Staff Human Resources
2.0 Fiscal
AVP Financial Services, University Budget Director
3.0 Environmental Health & Safety
Director, Environmental Health & Safety
4.0 Student Records
University Registrar
5.0 Facilities
Director, Facilities Management and Services
6.0 University Police
Chief of Police
7.0 University Advancement
Director of Advancement Services and Annual Fund
8.0 Academic Personnel
Int. Associate Vice President for Academic Personnel
9.0 Curriculum & Accreditation
Dean of Undergraduate Education
10.0 Grants & Sponsored Programs
Dean of Undergraduate Education/Int. AVP Academic Programs
11.0 Institutional Records
Chief of Staff