2022-077-E-IT Dept-PUBLIC LIBRARY ASSOCIATION, a divison of the American Library Association-Digital learning

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DocuSign Envelope ID:24BBAFA9-CD81-4144-ACEF-E9036E703739 The new employee must sign a Statement of Understanding and the Systems Access Request Form acknowledging acceptance of responsibilities contained in the Jende Solutions security policies. These policies will be provided to the employee candidate during orientation. The IT Department will enable access to only those systems approved on the Access Request Form and will retain a copy of the completed form for auditing. Access may only be granted once a signed Statement of Understanding has been received by Human Resources. All new hires must execute a Confidentiality Agreement to protect Jende Solutions sensitive and confidential information, including any client sensitive information. Relevant contractors, relevant third party users, and temporary employees will be held to the same standard as full time employees. A written guarantee from the contractor's organization or the employment agency that a background check has been conducted with respect to relevant contractors and relevant third party users can be used to augment internal background checks. Any vendor that requires access to confidential data regulated by the HIPAA must contractually acknowledge their responsibilities in maintaining regulatory compliance requirements. This requirement is fully described in the Jende Solutions Vendor Management Policy. Training Department managers, at the direction of Human Resources, are responsible for providing security orientation and ongoing instruction to new and existing end-users regarding their department's utilization of Jende Solutions information systems. IT is responsible for informing end-users of pending operational changes affecting technology and to assist them once the changes are in place. New Hire Orientation Each new-hire will complete orientation training to include an overview of Jende Solutions security policies and procedures. The security policies will include end user acceptable use as well as data handling and disposal training in addition to other security safeguards. Moreover, these employees will receive network training as well as training for the use of the systems and applications required to perform their job functions. In-House Instruction All staff, relevant contractors and third party users will be trained on security, compliance, and operating procedures to effectively use Jende Solutions information systems and applications required while performing their duties. In addition, all staff will be given periodic security awareness training including but not limited to a review of relevant Jende Solutions policies and procedures, technology changes, business controls, legal requirements, appropriate use of information processing facilities, reporting information security incidents, the importance of protecting customer customer PII, PHI and other sensitive data types and their handling), and information regarding the disciplinary process for non-compliance with security policies and procedures. This training is performed as new systems or enhancements are introduced or may be annually performed in order to ensure that the staff is following the established policies, procedures and guidelines. The Chief Information Security Officer will periodically perform security and compliance presentations with Senior Management to ensure that they have an understanding of the IT processes and related security control concepts and regulatory requirements. Security Reminders The Chief Information Security Officer will continue security education using sign-in banners, posters, memos, promotions, letters or emails and periodic meetings to re-enforce security training concepts. The