Christopher Newport University. Policy: Red Flag Identity Theft Identification and Prevention Program Policy Number: 3030

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1 Christopher Newport University Policy: Red Flag Identity Theft Identification and Prevention Program Policy Number: 3030 Executive Oversight: Executive Vice President Contact Office: Comptroller s Office Frequency of Review: Annually Date of Last Review: April 2009 A. PURPOSE The purpose of the Red Flag Identity Theft Identification and Prevention Program is to provide information to assist individuals in I) detecting, preventing, and mitigating identity theft in connection with the opening of a "covered account" or any existing "covered account" or who believe that a security incident has occurred and 2) reporting a security incident. B. POLICY STATEMENT The U.S. Congress enacted the Fair and Accurate Credit Transaction Act of 2003 requiring the Federal trade Commission (FTC) to issue regulations requiring creditors to adopt policies and procedures to prevent identity theft. The FTC issued a regulation known as the Red Flag Rule requiring financial institutions and creditors holding covered accounts to develop and implement a written identity theft prevention program designed to identify, detect and respond to red flags. The University is considered a creditor holding covered accounts and intends to comply with the FTC Red Flag Rule regulation by adopting the Red Flag Identity Theft Identification and Prevention Program that meets the requirements outlined in the regulation. The Board of Visitors hereby adopts the Red Flag Identity Theft Identification and Prevention Program. C. BACKGROUND Red Flag Rules The U.S. Congress enacted the Fair and Accurate Credit Transaction Act of2003 (FACT Act) which required the Federal Trade Commission (FTC) to issue regulations requiring "creditors" to adopt policies and procedures to prevent identity theft. In 2007, the Federal Trade Commission (FTC) issued a regulation known as the Red Flag Rule. The rule requires "financial institutions" and "creditors" holding "covered accounts" to develop and implement a written identity theft prevention program designed to identify, detect and respond to "." 1

2 D. DEFINITIONS Covered Account: A covered account is a consumer account designed to pen nit multiple payments or transactions. These are accounts where payments are deferred and made by a borrower periodically over time such as a tuition or fee installment payment plan. Creditor: A creditor is a person or entity that regularly extends, renews, or continues credit and any person or entity that regularly arranges for the extension, renewal, or continuation of credit. Examples of activities that indicate a college or university is a "creditor" are: Offering institutional loans to students, faculty or staff; Offering a plan for payment of tuition or fees throughout the semester, rather than requiring full payment at the beginning of the semester, Offering Bookstore credit arrangements for faculty or staff. Personal Information: This information includes an individual's name in combination with anyone or more of the following data elements, when either the name or the data elements are not encrypted or redacted: Social Security Number, driver's license number, health insurance information, medical information, or financial account number such as credit card number, in combination with any required security code, access code, or password that would permit access to an individual's financial account. Program Administrator: The individual designated with primary responsibility for oversight of the program. Red Flag: A red flag is a pattern, practice or specific activity that indicates the possible existence of identity theft. Security Incident: A collection of related activities or events which provide evidence that personal information could have been acquired by an unauthorized person. E. PROCEDURES 1. IDENTIFICATION OF RED FLAGS In order to identify relevant, the University considers the types of accounts that it offers and maintains, methods it provides to open its accounts, methods it provides to access its accounts, and its previous experiences with identity theft. The University identifies the following in each of the listed categories: a. Notifications and Warnings from Credit or Background Reporting Agencies 1) Report of fraud accompanying a credit or background report; 2) Notice or report from a credit agency of a credit freeze on an applicant; 3) Notice or report from a credit agency of an active duty alert for an applicant; 2

3 4) Receipt of a notice of address discrepancy in response to a credit or background report request; and 5) Indication from a credit report of activity that is inconsistent with an applicant's usual pattern or activity. b. Suspicious Documents 1) Identification document or card that appears to be forged, altered or inauthentic; 2) Identification document or card on which a person's photograph or physical description is not consistent with the person presenting the document; 3) Other document with information that is not consistent with existing student information; and 4) Application for service that appears to have been altered or forged. c. Suspicious Personal Identifying Information 1) Identifying information presented that is inconsistent with other information the student provides (example: inconsistent birth dates); 2) Identifying information presented that is inconsistent with other sources of information (for instance, an address not matching an address on a loan application); 3) Identifying information presented that is the same as information shown on other applications that were found to be fraudulent; 4) Identifying information presented that is consistent with fraudulent activity (such as an invalid phone number or fictitious billing address); 5) Social security number presented that is the same as one given by another student; 6) An address or phone number presented that is the same as that of another person; 7) A person fails to provide complete personal identifying information on an application when reminded to do so; and 8) A person's identifying information is not consistent with the information that is on file for the student. d. Suspicious Covered Account Activity or Unusual Use of Account 1) Change of address for an account followed by a request to change the student, faculty and staff name; 2) Payments stop on an otherwise consistently up-to-date account; 3) Account used in a way that is not consistent with prior use; 4) Mail sent to the student, faculty or staff is repeatedly returned as undeliverable; 5) Notice to the University that a student, faculty or staff is not receiving mail sent by the University; 6) Notice to the University that an account has unauthorized activity; 7) Breach in the University's computer system security; and 8) Unauthorized access to or use of student account information. 3

4 e. Alerts from Others Red Flag Notice to the University from a student, identity theft victim, law enforcement or other person that the University has opened or is maintaining a fraudulent account for a person engaged in identity theft. 2. DETECTION OF RED FLAGS a. Student Enrollment In order to detect any of the identified above associated with the enrollment of a student, University personnel will take the following steps to obtain and verify the information of the person opening the account: Detect 1) Require certain identifying information such as name, date of birth, academic records, home address or other identification; and 2) Verify the student's identity at time of issuance of student identification card (review of driver's license or other government-issued photo identification). b. Existing Accounts In order to detect any of the identified above for an existing covered account, University personnel will take the following steps to monitor transactions on an account: Detect 1) Verify the identification of students, faculty or staff if they request information (in person, via telephone, via facsimile, via ); 2) Verify the validity of requests to change billing addresses by mail or and provide the student, faculty or staff a reasonable means of promptly reporting incorrect billing address changes; and 3) Verify changes in banking information given for billing and payment purposes. c. Credit or Background Report Requests In order to detect any of the identified above for an employment or volunteer position for which a credit or background report is sought, University personnel will take the following steps to assist in identifying address discrepancies: Detect 1) Require written verification from any applicant that the address provided by the applicant is accurate at the time the request for the credit report is made to the consumer reporting agency; and 2) In the event that notice of an address discrepancy is received, verify that the report pertains to the applicant for whom the requested report was made and report to the 4

5 reporting agency an address for the applicant that the University has reasonably confirmed is accurate. 3. RESPONSE TO RED FLAGS In the event University personnel detect any identified, such personnel shall take one or more of the following steps, depending on the degree of risk posed by the Red Flag: a. Prevent and Mitigate 1) Notify the Program Administrator for determination of the appropriate step(s) to take; 2) Continue to monitor a covered account for evidence of identity theft; 3) Contact the student, faculty or staff; 4) Change any passwords or other security devices that permit access to covered accounts; 5) Not open a new covered account; 6) Provide the student, faculty or staff with a new student identification number; 7) Notify law enforcement if necessary; 8) Determine that no response is warranted under the particular circumstances. b. Protect Student Identifying Information In order to further prevent the likelihood of identity theft occurring with respect to covered accounts, the University will take the following steps with respect to its internal operating procedures to protect student identifying information: 1) Ensure that its website is secure or provide clear notice that the website is not secure; 2) Ensure complete and secure destruction of paper documents and computer files containing student account information when a decision has been made to no longer maintain such information; 3) Ensure that office computers with access to covered account information are password protected; 4) Avoid use of social security numbers; 5) Ensure computer virus protection is up to date; and 6) Require and keep only the kinds of student information that are necessary for University purposes. 4. SECURITY INCIDENT REPORTING A student, faculty or staff, who believes that a security incident has occurred, shall immediately notify the Program Administrator. 5

6 5. SERVICE PROVIDERS The University remains responsible for compliance with the Red Flag Rules even if it outsources operations to a third party service provider. The written agreement between the University and the third party service provider shall require the third party to have reasonable policies and procedures designed to detect relevant that may arise in the performance of their service provider's activities. The written agreement must also indicate whether the service provider is responsible for notifying only the University of the detection of a Red Flag or if the service provider is responsible for implementing appropriate steps to prevent or mitigate identify theft. 6. PROGRAM ADMINISTRATION AND TRAINING The Program Administrator will be responsible for ensuring appropriate training of University staff on the program and the steps for preventing and mitigating identity theft, and determining which steps of prevention and mitigation should be taken in particular circumstances. The Program Administrator will also review the plan annually and make any recommended changes to the policy and procedures. F. APPROVAL AND REVISIONS: Approved By: Board of Visitors, Executive Vice President, April 7, 2009 G. DATE OF NEXT REVIEW: October