UPM #10 – Collection of Social Security Numbers

Effective Date: February 2, 2005

PURPOSE

The purpose of this memorandum is to outline the procedures for collecting the Social Security Number and assigning a substitute Social Security Number when the student does not possess a valid number.

• The SSN is not kept as part of the student academic record in the Student Information System database; therefore, is not released under the same provisions outlined in the Family Educational Rights and Privacy Act (FERPA).

Note: For information concerning data that may be provided relative to student records, refer to UPM No. 20, FERPA.

• The SS# is collected, stored in and reported from the campus Person ID database.  It is used only for reporting student data, as authorized by University Counsel, to the UNC System Office of the President, for federal tax reporting, and for financial aid reporting (National Student Clearinghouse, etc).
• Foreign students who are not permitted to work in the United States will not have a Social Security Number a number must be assigned. The UNC System Office requires that the assigned number begin with “999” for the Student Data File.

Procedures

The Student Information System Coordinator is responsible for coordinating the collection of Social Security Numbers and the assignment of substitute SSN numbers for foreign students. The SIS Coordinator is responsible for maintaining the system that assigns numbers within the Student Information System. SIS stores the next number to be assigned.

• All Admissions Offices
  In most cases, when a new student record is created, a Social Security Number is collected automatically through test tape interfaces, financial aid application processes, or online web applications. When a new record is created manually in the Student Information System, the 0PD screen provides for entry of a Social Security Number to be stored in the campus Person ID database. If the student does not provide a Social Security Number, the operator enters “##” in the SSN field. The system will automatically assign the next available number in sequence.
• Admission Pros
  The SIS Coordinator assigns a block of numbers to Admission Pros to use in their system when an applicant does not have a Social Security Number.
• Verification
  Students are prompted to verify their Social Security Number the first time they sign in to the ConnectCarolina website. A flag is set in the Student Information System when a student goes through the verification process.