Information For
SSN Information for staff
Additional resources are now available for staff: specific information pertaining to collecting SSNs for fellowships, travel vouchers, refunds and similar processes are available. An extended set of approved disclosure statements are also now online.
Download the material from the presentation of 1/10/2002 in Urbana on the SSN policy. PDF Powerpoint (this material is essentially the same as presented at the UIS and UIC presentations).
The University drafted its policy on the collection, maintenance, and dissemination of Social Security numbers in order to protect the privacy and legal rights of its faculty, staff, and students. This policy cannot be successful without the active participation of those staff members that have access to employee and student SSNs.
Presently most administrative computer systems rely on the Social Security number to uniquely identify members of the University community. Consequently many administrative and educational staff require access to SSNs to perform their jobs.
- University employees that require access to Social Security numbers in order to perform their jobs will continue to have access to them.
Over time, as electronic business systems are replaced, the need for SSNs will diminish. Until such a time, employees that need to access Social Security numbers should:
- Question whether Social Security numbers are truly required for a given procedure or practice (can the
- UIN be used instead?) Ensure that printed documents containing Social Security numbers are destroyed in a secure manner (e.g., shredder, confidential recycling bins)
- Review reports released to third-parties - SSNs cannot be released outside of the University without the consent of the Social Security number Coordinators. The exception is the release to governmental bodies with an explicit legal right to SSNs, such as the IRS.
Federal law requires that anytime a Social Security number is requested, the electronic or physical form used to collect the number should be clearly marked as to whether this request is voluntary or mandatory. When requesting the SSN, you need to explain: 1) whether submission is mandatory or voluntary; 2) by what authority the number is solicited; and 3) what uses will be made of it. Taken together these three items comprise a disclosure statement. A worksheet has been created to assist you in determining if you need a disclosure statement and writing one if you do. All disclosures statements require approval by the SSN Coordinators.
SSNs will still be maintained in U of I systems where appropriate. University employees with questions about the Social Security number policy should feel free to contact their campus SSN Coordinator.