Social Security Number Policy and Procedure
Approved by: Northeastern State University Executive Cabinet
Responsible Official: Legal Counsel
History: Adopted June 16, 2014
Related Policies: SSN Policy Appendix I
Additional References: Privacy Act of 1974 (P.L. 93-579)
To establish a policy with regard to the University's collection, maintenance, and distribution of students, faculty and staff Social Security Numbers and to ensure compliance with federal, state and local law.
Personal information shall not be publicly posted or displayed in a manner where either the N number or the Social Security Number identifies the individual associated with the information.
Except in those cases where the University is required to collect a Social Security number, individuals shall not be required to provide their Social Security number verbally or in writing, at any point of service, nor shall they be denied access to those services should they refuse to provide a Social Security Number. Individuals may volunteer their Social Security Number as means of locating a record, document, etc. Alternatively, if electing not to provide a Social Security Number, an individual may be required to provide other identifying information necessary as a means of locating a record, document, etc.
The University shall release Social Security Numbers to entities outside the University (contractors, vendors, service providers, collection agencies, etc.) when required for certain legal and business activities.
Social Security Numbers may continue to be stored as a confidential attribute associated with an individual. The Social Security Number shall be used as allowed by law; and as an optional key to identify individuals for whom an alternative identification number is not known or has not yet been assigned.
Formal and informal documents which contain Social Security Numbers shall be maintained for the minimum period of time necessary or as required by the Oklahoma General Records Disposition Schedule for State Colleges and Universities. Such documents shall be maintained in a secure manner. Upon reaching the end of the required period, the document must be destroyed pursuant to the Oklahoma General Records Disposition Schedule for State Colleges and Universities.
Whenever a University department designs a form that directly solicits a social security number from an individual, the form is to display a statement explaining whether the disclosure of the social security number is mandatory or voluntary.
Federal statutes and regulations that mandate or authorize the use of social security numbers is attached in Appendix I.
NSU requires disclosure of your social security number on this form. The authority for this mandatory disclosure is found in Appendix I.
It is unlawful for NSU to deny any individual any right, benefit, or privilege provided by law because the individual refuses to disclose his or her social security number except in limited circumstances. NSU requests the voluntary disclosure of your social security number on this form, if provided, NSU will use your Social Security Number for the authorized uses found in Appendix I.
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