In alignment with the existing UCOP Electronic Communications Policy and UCSF Access Without Consent to Electronic Communications Records Policy, ISU adheres to the following policy and procedure for granting for granting access to electronic records:

All requests to ISU for access to an employee's electronic records such as e-mail or files must be accompanied by the UCSF Tracking Form for Access With or Without Consent to Electronic Communications Records. Please fax this form to 502-2255.

To modify existing accounts or create new accounts, use the Account Creation/Modification form.

To delete an account, use the Account Termination form.

Please fax these forms to 502-2255 or edit them with Adobe Acrobat and return them to isurequest@medsch.ucsf.edu.

Some highlights and clarifications:

• The form is required for access to both active and separated employee records.
  
• The form is required whether or not consent is obtained from the owner of the records.
  
• When a supervisor is aware of an employee's separation, and there is a need to gain access to the employee's email or files, the supervisor should:
  
  • Encourage the account owner to delete personal e-mail and files before access is requested.
  • Make every effort to obtain consent and signature from the owner before access is requested.
    
• If consent is obtained, we will process the request immediately.
  
• If consent is not obtained, depending on circumstances, we may a) grant access or b) request additional consultation from Legal and the appropriate Vice Chancellor prior to granting access. Note: All requests without consent for access to e-mail will require additional consultation before access is granted.
  
• Signatures from Legal and the Vice Chancellor are not required with the initial request to ISU, however it is the responsibility of the requester to subsequently forward all forms to Legal for review and handling.
  
• In the "Comments" section, please state clearly your reason for requesting access to the records.