| Initiating body: | University Data Administrator |
|---|---|
| Contact: | Data Security Administrator 438-3611 |
| Revised on: | 06/01/2005 |
The Social Security number is collected by Illinois State University as the individual unique identifier for the purpose of accurately processing and maintaining educational and employment records as required by State and Federal agencies.
The Social Security number will be required for all students and will be a condition of employment for all groups at Illinois State University with specific exceptions as required by immigration law. Individuals who are affiliates or vendors will be required to provide a Social Security number or Tax Identification Number for mandated tax reporting purposes. The Social Security number will not be used as the student ID, employee ID or process or record key in any university systems.
Social Security numbers will be sequestered in a single table and the processes granted access to Social Security numbers will be listed at www.ais.ilstu.edu/ssn. Requests for processes requiring access to Social Security numbers should be directed to Administrative Information Systems, Data Administration (438-3611). Where the collection of Social Security Numbers is approved, it is highly recommended that a disclosure statement be provided indicating the intended uses.
All records containing Social Security numbers, whether on- or off-line, in electronic or physical format, are considered confidential information and will be maintained appropriately. Access to records containing Social Security numbers shall be limited and secure. If and when these records are no longer needed, disposal of the records must follow the University Record Retention Policy (7.1.55).
