SECTION 19.2 - Social Security Numbers

Date: July 2002
Approved: Senior Associate Vice President for Business and Finance

UNIVERSITY SOCIAL SECURITY NUMBER POLICY

In December 1999, the University developed and adopted a formal policy on the collection, maintenance, and release of Social Security numbers (SSNs). The University's Social Security Number Policy web site includes the University's SSN policy and SSN information for students, staff, and faculty. The web site also includes information related to administration and compliance with the policy and information for developers regarding the use of SSNs and University Identification Numbers (UINs).

RESPONSIBILITIES

SSNs are highly confidential and legally protected data. The Office of Business and Financial Services (OBFS) is committed to protecting the privacy of the members of the University population and is actively committed to adhering to the University's SSN policy. The Senior Associate Vice President for Business and Finance is responsible for ensuring the OBFS's compliance with the University's SSN policy.

The OBFS exercises responsible, ethical behavior when making decisions regarding the use of SSNs in University computers, information requests, networks, or resources for business information purposes. Responsibilities include preserving the confidentiality and security of SSNs and ensuring that SSNs are used only for the conduct of University business. Additional responsibilities include the proper storage, access control, and disposal of SSNs in paper or electronic format. Known or suspected security violations must be reported to the Assistant Vice President for Business and Finance, Business Information Systems, or delegate.

The OBFS adheres to the following principles regarding use of SSNs:

• The OBFS uses UINs instead of SSNs whenever possible.
• If the use of a SSN is required, the OBFS adheres to the requirements as documented on the University's SSN Policy web site.
• The OBFS ensures that paper documents containing SSNs are stored in secure locations and are destroyed in a secure manner.
• The OBFS ensures that access to electronic data containing SSNs is controlled and maintained in a secure manner.

COMPLIANCE

The OBFS works with the Social Security Number Oversight Committee, the i-card Programs Office, and the Administrative Information Technology Services (AITS) to resolve any issues regarding the appropriate use of SSNs.