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Approved by Executive Council on September 9, 2008
|Policy Number||Policy Owner|
|10010.1||Library and Information Technology Services|
To ensure that policies and procedures relating to the collection, maintenance and dissemination of social security numbers are implemented and maintained at SUNY Plattsburgh in accordance with state and federal regulations.
2.0 Revision History
3.0 Units and Persons Affected
All SUNY Plattsburgh faculty, staff, and business associates in connection with the collection, maintenance and dissemination of Social Security numbers (SSNs).
Social Security Numbers will not be used as a means of identifying an individual on any campus form or report, print or electronic media, except where required by federal or state law.
"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."
A student's social security number is, by definition, "personally identifiable information" under FERPA. Social Security Numbers (or portions) may not be disclosed without consent with the exception of legal obligations (i.e. processing loans, employment, etc.).
"Institutions shall not display student Social Security Numbers on public listing of grades, class rosters, student ID cards, student directories, or anything else unless specifically authorized or required by law."
Forms requesting a SSN will include a statement that addresses the need for the SSN and the law requiring the information.
Offices that offer window service will ask for the individual's Net ID for account access.
Records containing SSNs will not be downloaded or stored on college or personal workstations or other electronic media devices that are not secured against unauthorized access in accordance with Plattsburgh State's Workstation Use and Security Policy.
Paper and electronic records containing SSNs will be collected, maintained and disposed of in a secure manner in accordance with Plattsburgh State's Device and Media Controls Policy.
Refer to Information Security Glossary for Definitions
All members of SUNY Plattsburgh will comply with this policy.
The ISC will be responsible for conducting an annual review of departments using SSNs.
Department stewards will complete the Request for Access to Social Security Number Form and submit it to the ISC for approval.
Departments using SSNs will be audited on an annual basis to determine continued need for access and review of safe procedures.
For more information about Administrative Policies approved by Executive Council, please contact:
Sean Brian Dermody
Assistant to the Vice President for Administration
Management Services Office
Office: Kehoe 710-11
Phone: (518) 564-2539
Fax: (518) 564-2540