Student Information Systems Governance Committee (SISGC)

Policies

Policy on Collecting Student Social Security Numbers

Effective Date: January 1, 2005

Source: SIS Governance Committee

Prepared by: Student Services Offices (all campuses)

Approved by: SIS Governance Committee

Application: All campuses

Replaces: N/A

I. INTRODUCTION: This Policy provides requirements and guidelines for the collection and use of registered students’ social security numbers (SSN).

II. STATEMENT OF POLICY

Providing a Social Security Number (SSN) is voluntary for prospective students who apply for admission to any campus of the University of Colorado. However, the SSN is required to be provided for registered students for the following reasons:

(1) By federal law for tax reporting purposes. The University must report the name, address, and SSN of every student who has paid tuition to the Internal Revenue Service (IRS) to certify education related tax credits;

(2) To apply for and receive financial aid;

(3) On-campus student employment;

(4) Health services, medical certification, and the student health insurance program;

(5) College Opportunity Fund stipends for resident undergraduate students; and

(6) Informal credit relationships (past due charges for tuition, fees, housing, etc.)

The University takes appropriate measures to protect the confidentiality and security of personally identifiable information (including SSN, Student Identification Number, and grade point average) and will not disclose an SSN for any purpose not permitted by law or policy (including the Family Educational Rights and Privacy Act) without the consent of the student.

SSNs collected by the University may be used in a variety of ways as permitted by law, such as, but not limited to, the following:

(1) To identify such student records as applications for admission, transcript and certification requests, medical immunization records, student financial records, financial aid records, health insurance records and permanent academic records;

(2) To determine eligibility, certify attendance, and report student status;

(3) To use as an identifier for grants, loans, and other financial assistance programs;

(4) To identify and track employment or medical records; and

(5) IRS reporting.

An employee or student who uses or discloses SSNs or University of Colorado Student Identification Numbers contrary to law or University policy is subject to disciplinary action up to and including discharge or dismissal, in accordance with University policy and procedures. In addition, such individuals may be subject to civil or criminal liability under state or federal law.