Section 3359-11-10.8 - Identity theft detection, prevention and mitigation policy(A) Introduction. (1) The university of Akron is committed to the detection, prevention and mitigation of identity theft associated with financial credit accounts. The purpose of this policy is to enable appropriate university officials to develop and implement policies and procedures to address the risks of identity theft to its students, faculty, staff, vendors and other customers.(2) This policy incorporates by reference university policies and procedures to the extent necessary to accomplish the purpose of this policy and to comply with 16 C.F.R. 681.2, including but not limited to the following rules of the Administrative code : (a) 3359-11-08: policies and procedure for student records:(b) 3359-11- 10.3: information technology security and system integrity policy:(c) 3359-11- 10.4: customer information security policy:(d) 3359-11- 10.6: social security number use policy: and(e) 3359-11- 10.7: privacy policy.(B) Scope of policy. The requirements of this policy apply to all university departments and organizations, which: regularly arrange for the extension, renewal or continuation of credit: defer payment for services rendered and/or regularly extend, renew, or continue credit: or. use consumer reports to conduct credit or background checks on prospective employees.
(C) Definitions. All terms used in this policy that are defined in 16 C.F.R. 681.2 shall have the same meaning provided in that section.
(D) Establishment of an identity theft program. The university hereby establishes an identity theft program ("program") to detect, prevent, and mitigate identity theft in connection with the opening of covered accounts and existing covered accounts, as defined in the Code of Federal Regulations. The program shall enable the university to:
(1) Identify relevant red flags from the categories described in paragraph (F) of this rule that signal possible identity theft and incorporate those red flags into the program:(2) Detect red flags that have been incorporated into the program:(3) Respond appropriately to detected red flags to prevent and mitigate identity theft: and(4) Ensure the program (including the relevant red flags) is updated periodically to reflect changes in the risks of identity theft.(E) Administration of the program. (1)In general. (a) The associate vice president and controller shall administer and oversee the program and ensure that it is implemented in all appropriate departments, including: coordinating the training of staff as necessary: determining the proper response to detected red flags: and updating the program to address changing areas of risk.(b) The associate vice president and controller shall have primary responsibility for preparing reports in accordance with paragraph (E)(3) of this rule and overseeing service provider arrangements. (2) Program oversight. In administering the program, the vice president for finance and administration/CFO shall: (a) Assign specific responsibility for the program's implementation:(b) Review reports prepared pursuant to paragraph (E)(3) of this rule; and Approve all material changes to the program as necessary to address changing identity theft risks.
(3) Program reports. The associate vice president and controller shall prepare annual reports regarding compliance with 16 C.F.R. 681.2. and provide each report to the vice president for finance and administration/CFO for review. Each annual report shall address material matters related to the program and shall evaluate:(a) The effectiveness of the program in accomplishing its purpose:(b) Any service provider arrangements:(c) Any significant incidents involving identity theft that may have occurred and the university's response to those incidents: and(d) All recommendations for material changes to the program.(4) Oversight of service providers. The university is ultimately responsible for compliance with 16 C.F.R. 681.2, even when it engages a service provider to perform an activity in connection with one or more covered accounts. Therefore, the University shall require each service provider by contract to: (a) Abide by this identity theft policy and the program: and(b) Cooperate with the university to prevent or mitigate the risks of identity theft arising from red flags detected under the program.(F) Identification, sources, and categories of red flags. (1) The university shall look to any covered accounts it offers and maintains, the methods it provides to open and access those covered accounts, and any previous experiences with identity theft to identify relevant red flags under the program. It shall incorporate relevant red flags from sources including its past incidents of identity theft, changes in methods of identity theft, and applicable laws, rules, or regulations. Categories of relevant red flags include:(a) Alerts, notifications, or other warnings received from consumer reporting agencies or service providers, such as fraud detection services:(b) Presentation of suspicious documents or suspicious personal identifying information, such as a suspicious address change:(c) Unusual use of. or other suspicious activity related to. a covered account: and(d) Notice from customers, victims of identity theft, law enforcement authorities, or other persons regarding possible identity theft in connection with the university's covered accounts.(2) Examples of red flags from each category are attached as appendix A of this rule. The university may choose which of these red flags to incorporate into its program, whether singly or in combination, which affect the risk of identity theft to the university and its covered accounts. None are mandatory or prescriptive.(G) Detecting red flags. The program shall detect red flags in connection with covered accounts by:
(1) Obtaining identifying information about, and verifying the identity of. a person opening a covered account, including but not limited to requiring positive proof of identification (i.e. physically presenting photo ID. official government ID. or valid system credentials (user ID and password)); and(2) Authenticating customers, monitoring transactions, and verifying the validity of change of address requests, in the case of existing covered accounts, including but not limited to through use of the following methods: presentation of positive proof of identification.(H) Responding to red flags (prevention and mitigation). The university must act promptly and effectively to respond to red flags. To this end, the university shall utilize the following protocol:
(1) Any person detecting a red flag immediately shall gather all related documentation, write a description of the incident, and report this information to the associate vice president and controller.(2) The associate vice president and controller shall evaluate the incident and report his or her findings to the vice president for finance and administration/CFO.(3) Not all detected red flags will require a response. If a response is warranted under the circumstances, then the associate vice president and controller and the vice president for finance and administration/CFO shall take action appropriate to the level of risk presented, including but not limited to: (a) Monitoring a covered account for evidence of identity theft;(b) Contacting the customer;(c) Changing any passwords, security codes or other security devices that permit access to a covered account;(d) Reopening a covered account with a new account number;(e) Not opening a new covered account;(f) Closing an existing covered account;(g) Not attempting to collect on a covered account or not selling a covered account to a debt collector; and/or(h) Notifying law enforcement.(I) Updating the program. The university shall periodically re-evaluate whether the program continues to be appropriate and effective in accomplishing its purpose. These periodic reviews will include an assessment of the university's covered accounts, the relevant red flags, and responses to identity theft. The university shall consider the following factors when updating the program:
(1) Information contained in the annual reports prepared under the program;(2) The university's experiences with identity theft;(3) Changes in methods of identity theft and in methods to detect, prevent, and mitigate incidences of the same;(4) Changes to the types of accounts offered by the university; and(5) Changes in the university's business arrangements, including mergers, acquisitions, alliances, joint ventures, and service provider arrangements.(J) Other legal requirements. The university shall comply with any other applicable legal requirements when implementing, operating, and updating the program.
Replaces: 3359-11- 10.8
Ohio Admin. Code 3359-11-10.8
Effective: 1/31/2015
Promulgated Under: 111.15
Statutory Authority: 3359.01
Rule Amplifies: 3359.01
Prior Effective Dates: 04/27/09, 08/30/09