402.0305 Social Security Numbers

“The Social Security number shall be required from all entering students for a permanent and lasting record. When possible, and alternative number will be assigned and used by institutions for all purposes which do not require the Social Security number. The University System of Georgia is dedicated to insuring the privacy and proper handling of confidential information pertaining to students and employees.”

Purpose of the Policy

• Protecting student identity

• Continue to collect and use the SSN internally for necessary reporting

This policy addresses the requirements of the Federal Privacy Act of 1974 and amendments, regarding requests by the Institute for Social Security numbers (SSN) and provides guidelines for policy and procedures on the proper use and disclosure of the SSN.

Background

The Federal Privacy Act of 1974 and amendments establish guidelines under which any state agency may request Social Security number from individuals. Individuals may not be required to give their SSN unless specific to a Federal or State statute. Agencies may not deny any right, benefit or privilege to any individual because of their refusal to disclose their SSN. It is incumbent on the Institute to inform the individual whether the disclosure is mandatory or voluntary, by what statute or other authority, and what uses will be made of the Social Security Number.

(Reference A)

Collection and Release of the Social Security number.

The Board of Regents (BOR) supports the use of alternative identifiers for students as indicated in the USG BOR policy manual.

Student

Institutions will request that a student provide a Social Security number at the time of application to the institution. The SSN will not be used as the student ID number but will be provided to entities requiring the SSN, including but not limited to the federal government for financial aid and Tax Relief Act (1997) reporting, Immigration and Naturalization Service, Board of Regents of the University System of Georgia for statistical reporting purposes and as required by court order in accordance with the Family Educational Rights and Privacy Act. Information on collection and disclosure of a student SSN can be found in the General Catalog.

Employee

Institutions will require that an employee provide a SSN at the time of employment. The SSN will not be used as an Employee ID number for internal Institute uses, but will be provided to external entities requiring SSN, including but not limited to federal, state and local governments, insurance carriers, and retirement programs. Individuals who are affiliates or vendors will be required to provide a SSN for mandated tax reporting purposes.

Reference. A

DISCLOSURE OF SOCIAL SECURITY NUMBER

Section 7 of Pub. L. 93-579 provided that: ‘(a)(1) It shall be unlawful for any Federal, State or local government agency to deny to any individual any right, benefit, or privilege provided by law because of such individual's refusal to disclose his Social Security account number. ‘(2) the (The) provisions of paragraph (1) of this subsection shall not apply with respect to – (A) any disclosure which is required by Federal statute, or ‘(B) the disclosure of a Social Security number to any Federal, State, or local agency maintaining a system of records in existence and operating before January 1, 1975, if such disclosure was required under statute or regulation adopted prior to such date to verify the identity of an individual. ‘(b) Any Federal, State, or local government agency which requests an individual to disclose his Social Security number shall inform that individual whether that disclosure is mandatory or voluntary, by what statute or other authority such number is solicited, and what uses will be made of it.'