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UC San Diego COVID-19 Employee Health Management Program Privacy Practices

Self-screening for COVID-19 symptoms and voluntary testing are important parts of UC San Diego’s Return to Learn Program, which includes the Return to Campus and Return to Research Programs. In accordance with the current San Diego County Health Order, all UC San Diego staff, faculty, student employees, and on-site UC San Diego contractors who are reporting to campus or any other physical UC San Diego location for work must conduct a daily self-screening for COVID-19 symptoms (“Symptom Screening Program”). Individuals who have symptoms of COVID-19 will be offered free testing at UC San Diego Health. UC San Diego encourages all other individuals who will be physically on campus or other UC San Diego site to review and report their symptoms as well. Please read the following to learn more about how the university treats the information we process as part of the COVID-19 Employee Health Management Program (“The Program”).

The personal information we process

As part of the Program, you will use a UC San Diego ServiceNow platform on your computer or mobile device to register for screening and testing and to respond to daily surveys. UC San Diego Health’s medical record system will be used to administer the testing program. We will obtain personal information in the following ways 

  1. Registration
    During the one-time registration, we collect your name, email address, preferred phone number, registration date, campus/Health affiliation, job category, primary work site, specific campus location, and your supervisor’s name and email. You will be asked if you would like to receive daily email reminders and whether you’d like to be contacted for voluntary COVID-19 testing if it is available. You will be asked if you do NOT consent to UC San Diego providing your Social Security Number (“SSN”), if you have one, to UC San Diego Health to assist in administering the Return to Learn Program. The disclosure of your SSN is voluntary.
  2. Daily Symptom Screening and Exposure Survey
    On days that you will be physically on campus, you will access the survey by logging in using your UC San Diego credentials. You will be asked if you are currently experiencing or have experienced in the past 14 days any COVID-19 symptoms and your “yes” or “no” response will be recorded. Note that the survey does not ask which of the symptoms you have, just whether you have had any symptoms.

Why and how we use your personal information

We will only use your personal information as described below or as required or permitted by law.

Responses to daily screening surveys are primarily used to assess whether you have symptoms currently associated with COVID-19 to determine if you can be present on site for work that day. Note that the survey is not used to diagnose, treat, or provide medical advice for any health condition.

If you already have a UC San Diego Health medical record, your information will be used to connect your status as an employee to your existing medical record. A UC San Diego medical record will be created for all employees who do not have a medical record. To expedite this procedure, you will be asked if you do NOT consent to disclosure of your SSN to UC San Diego Health. The disclosure of your SSN is voluntary. This request is made under the authority of the Regents of the University of California under Art. IX, Sec. 9 of the California Constitution.

Your data will also be used for the following purposes: 

  1. To meet government requirements for working on campus; 
  2. To create a medical record for you, if you do not currently have one at UC San Diego Health;
  3. To provide you and your supervisor with documentation showing whether you should be present on site;
  4. To coordinate additional localized sanitation procedures;
  5. To prioritize groups or roles for diagnostic testing as it becomes available (only if you select to be contacted for voluntary testing during registration or if you select “Yes” to a daily symptom survey);
  6. To contact you if testing is available for you or your department (only if you select to be contacted for voluntary testing during registration or if you select “Yes” to a daily symptom survey);
  7. To help UC San Diego identify possible outbreaks on campus (modeling); and
  8. For potential use by researchers in scholarly discovery

No identifiable information from you will be contained in public reports or publications.

Who has access to your identifiable information

We will only share or disclose your personal information as described below or as required or permitted by law.

Your data will be visible to: 

  1. All supervisors will receive an email for each of their employees who answered “Yes” to the screening question; supervisors will not have access to test results;
  2. UCSD Health supervisors can view which employees have answered the survey each day;
  3. Campus supervisors will also receive an email for each of their employees that answered “No” to the screening question;
  4. You can see your own responses to the survey (sent to your email);
  5. The UC San Diego Health Call Center for those interested in voluntary diagnostic testing (your name, phone number, role, and department only);
  6. UC San Diego Health through its electronic medical records system (your name, email, employee ID, and, with your consent, your SSN, and if you selected “Yes” to being contacted for testing);
  7. The Center for Occupational and Environmental Medicine tasked with prioritizing individuals to receive diagnostic testing (your name, phone number, role, and department, if you select “Yes” to a daily symptom survey); and
  8. ServiceNow and Qualtrics administrators in Health IT /ITS who are administering the surveys

How we protect your personal information

We maintain technical, physical, and administrative safeguards to protect the security, integrity, and privacy of personal data, including the following practices:

  1. Patients of UC San Diego Health who are identified as UC San Diego employees have additional technical and administrative safeguards placed on their medical records (Break the Glass provisions);
  2. Storing information we collect on computer systems located in controlled facilities with limited access;
  3. Protecting the transmission of your information over the Internet, using encryption, such as the Secure Socket Layer (SSL) protocol;
  4. Using a variety of security technologies and procedures to help protect your personal information from unauthorized access, use, or disclosures; and
  5. Limiting access to data to only authorized personnel

All supervisors are informed of their obligation to maintain the confidentiality of responses. 

The university endeavors to protect the privacy of the personal information we hold in our records, but we cannot guarantee complete security. Unauthorized entry or use, hardware or software failure, and other factors, may compromise the security of your personal information.

How Long We Keep Your Identifiable Data

Find information about how long different types of information are retained by UC San Diego here.

Knowing Your Choices and Rights

In accordance with current San Diego County Order, employees and contractors reporting physically to the UC San Diego campus or site must complete the screening survey prior to reporting to work. If you choose not to, it may be deemed a refusal of a lawful order requiring symptom screening prior to entering the work site. Be prepared to explain the reason for your refusal to your supervisor and/or HR contact. If there is not a valid reason for refusal, you may be placed on a leave without pay.

You may choose not to be contacted for voluntary diagnostic testing during registration or withdraw your consent later.

You may opt out of sharing your SSN with UC San Diego Health. Your name, employee ID, and email will be used to create a medical record for you or identify existing patients who are employees.

For employees who are not physically present on campus and choose not to register for the Program, your SSN will NOT be transferred to UC San Diego Health, but a medical record will be created for you.

You have a right to: 

  • Access your own data; and
  • Rectify or correct inaccurate or incomplete data concerning you 

Changes to this privacy statement

This privacy statement will be updated periodically to reflect any material changes in the Program and practices. These changes will be evident by inserting a new “Effective Date” (see below) and are effective when they are posted to this website. Treatment of information we collect now is subject to the version in effect at the time such information is used.

Contacting Us

If you have any general questions about how your personal information is used as part of the Symptom and Exposure Screening Program, please use the contact form or email ucsdprivacy@ucsd.edu.

Effective Date
This statement is effective as of 31 July 2020.