It is illegal to associate an SSN with student documents (e.g., rosters, grade reports) in NYS. One is allowed to maintain them in the registrar's DB
in order to ensure accurate identification, but not to make them visible in any way. No such legal protection for employees, that I know of, but we
are striving to make those less visible as well.
"Upton, Bev (UPTONBJ)" wrote:
> Here at the University of Cincinnati, we are interested in understanding
> where other institutions stand with using SSN as an identifier in data
> systems (as opposed to using it where mandated, IRS and Financial Aid).
> Please respond briefly to any of these questions that apply.
> Are you still using SSN as the identifier for student and/or employee
> What guidance are you getting from your legal department regarding the use
> of SSN on your campus?
> Is your state currently mandating the elimination of SSN as an identifier?
> Are there any current efforts on your campus to stop the practice of using
> SSN as an identifier?
> If so, have you identified a new format specifically for your student ID?
> What were the considerations for the new format?
> What communication hurdles did you encounter if you have already made the
> If you have information on a website about SSN use at your campus, what is
> the address?
> Any other pertinent information would be appreciated. Thanks for any help
> you can give us with this.
> Bev Upton
> University of Cincinnati
> UC Information Technology
> Management Specialist
> (513) 556-9049
> [log in to unmask]
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