FAMIS Access and Security

Accounting and Safeguarding of Assets

40.10         Financial Accounting Management Information System (FAMIS)
                  Access and Security                                                                         Issued: May 15, 1998


1.     Access

        1.1   Employees requiring access to FAMIS must submit a written request, approved by
                their immediate supervisor, to the Security Officer (Manager of Accounting). The
                Security Officer will complete a FAMIS Authorization Request Form for each
                person considered for access and will submit the form to the Controller for approval.

        1.2   Upon approval of the access request, the Security Officer will schedule a training
                session, during which the user will be provided the following:

                a.     FAMIS log on ID
                b.     FAMIS Security Procedures
                c.     FAMIS Security Statement of Responsibility (which they must sign)
                d.     Training on how to access and use the authorized screens  

        1.2   Users will be required to sign the FAMIS Security Statement of Responsibility
                (Attachment 1) each year in order to retain their access to FAMIS.

2.     Security

        2.1    Allegation of Security Breach

                An allegation of a security breach will result in the suspension of access pending an
                investigation of the facts. If an allegation of a security breach is substantiated, additional
                actions will be taken.

        2.2   First Offense

                The first offense will result in suspension of access up to 30 days. The offender will
                receive a written reprimand with copies distributed to the appropriate senior level
                executive, Dean or Director of the offender, and the Internal Audit Department. Also,
                a copy of the reprimand will be placed in the employee’s personnel file. Other actions
                may be taken in accordance with the applicable federal and state law (Chapter 33,
                Section 1, Title 7 of the Texas Penal Code), depending on the severity of the security
                breach. The FAMIS Security Statement of Responsibility form will be signed for
                reaccess to FAMIS.

        2.3   Second Offense

                Access will be denied for one year from the time the breach is discovered. Other
                actions may be taken in accordance with the applicable federal and state law (Chapter
                33, Section 1, Title 7 of the Texas Penal Code), depending on the severity of the
                security breach. The FAMIS Security Statement of Responsibility form will be signed
                for reaccess to FAMIS.

        2.4   Third Offense

                Access will be permanently denied. Other actions may be taken in accordance with the
                applicable federal and state law (Chapter 33, Section 1, Title 7 of the Texas Penal
                Code), depending on the severity of the security breach.

Contact:     Manager of Accounting


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