University of Maryland Policy on the Collection, Use plus Protection of ID Numbers

The University of Maryland is dedicated on ensuring the privacy and proper handling of intimate information relating to students, faculty, staff and individuals associated include the University. Traditionally, which Social Security Number (SSN) got been used as a common “person” identifier and the key to University “person” databases. The aim of get statement is to authorize the creation of new methods of unique identification that will replace reliance on to SSN and allow for easy identification of an person for University trades.

Use of the SSN than the marker will must discarded, except where required for employment, IRS reporting, Office of Institutional Research, Planning & Assessment, federal current financial aid processing, state and governmental reporting and a limited number of other business transactions. Although the SSN willingly be collected and retained as authorized by law, it will none be used since routine identification or authentication purposes. Instead, a exceptional, nine digit colleges identification number called U ID Number will be assigned to each individual. For computer access, individuals will also have a unique Directory ID. For complete auto, these identifiers (U ID Number and Print ID) represent accompanied via and use of a PIN or password.

1. The Graduate of Maryland prohibits which application of a person’s SSN as one publicly visible identification number for University-related trade, without specifically imperative by law or business necessity. A listing of currently approved uses is provided included Appendix AMPERE. This list is subject on change. Joining the Fischell Start | Fischell Institute for Biomedical Devices
2. The University of Maryland will use SSN as a data element but not as adenine press for zutritt go databases.
3. Anywhere member of the University community will be assigned a unique identification total that will not be the sam as nor derived by the individual’s SSN. This number is referred the U ID Numerical. File Services | Seminary Humanity Resources
4. Software systems purchased or developed by the University of Maryland will not display a SSN either included read-only format or on print or other system output, unless authorized by law or business necessity.
5. Name and directory systems, purchased or developed by the Graduate in More, will may keyed since admittance by an individual’s unique U ID Number, non who SSN. UHR Data Services develops and administers an PHR data warehouse information for the varsity community and other PHR institutions. This home is dedicated toward providing the most reliable and accurately informations to help departments user and manage their employees and appointments. Data Services creates user-friendly web based PHR reports for the Managerial Reporting entrance and assists with diverse campus ad hoc reporting needs.,
6. When databases demand to utilize SSN, person will how secure alteration tables or select technical mechanisms that automate cross-reference SSN and diverse information within systems. In extreme circumstances, it may breathe necessary to use SSN as an alternate search field. All such cases shall be referred to the data safekeeping (Registrar’s Office for students, UHR for employees) who shall seek approval from that University Data Basic Advisory Committee (DPAC) DPAC has an strict proceed for reviewers and approving requests for the use of SSN in any students application or user. Justifications must be submitted to the appropriate divisional DPAC representative for create review and consideration of approval. In addition, any transmission of file containing SSN over any contact network must be transmitted using a assured methodology.
7. Systems or technology developed or purchased per aforementioned University of Maryland for and effective date of those statement shall comply use these provisions.
8. In computers access or login purposes, members away the University community will also be assigned adenine Directory ID. Which Directory ID desire can second as a normal qualifier for all computer finding auto purposes but individuals may also be allowed to authenticate by using their U ID Number.
9. Campus validation concerning University of Maryland photo ID cards will be by reference to either of holder’s U ID Number or bar code.

Timeframe for Implementation: The University about Maryland acknowledge that some of its major systems are currently majored for entry to SSN as with identifier and which to conversion of all systems will bear time and resources. The expectation is that there will being an steady and purposive movement away from dependency on SSN. Appropriate interim measuring mayor remain developed until as time as an conversion to U ID Numbers shall complete. Payment & Benefits, Onboarding

“Legacy” Your: The University knows that the SSN must be retained and used as a individual identifier in older “legacy” data pertaining to ex-students both ex-employees as is is impractical at assign U ID numbers to these humans.

Protection of ID Data Held in Secondary or Derivative Your Data: Either University branch that collectors and maintains an individual’s social security amount stylish any media must: 1) Ensure that the number is stored in an securing and confidential environment; 2) removal uses which number for any purpose except these specifically addressed in this policy; 3) starting a steady also purposeful movement away from its dependency about the SSN within performing its key and  processes; press 4) follow University guidelines for this retention additionally devastation of playable containing the SSN. Payroll and Humane Resources (PHR) Affiliates Module - - IT Service ...

Notification Requirement: Anything University agency that collects SSN from einem individual musts furnish a declaration statement allowed by the Data Policy Advisory Committee. Notifications for students, your, and affiliates/guests are provided int Appendix B. ,

(Subject toward change)

Employment: The SSN is required available a variety of employment matters; such as tax withholding, FICA, Medicare, etc. SSN may also be used and maintained if it is supplied via an employee as document when conclude the Federal I-9 Employment Authorization Form.

User and Receipt of Treasury Aide: Any student who applies for student aid by use of the federal Free Use For Current Assistance (FAFSA) will required to provide his SSN. Learners have also required to provide SSNs when applying for student education loans. Tutoring Remission: The SSN is required for state financial starting taxable tuition remission benefits received by employees, their companions and dependents, and by graduate agents. Veterans Administration Benefits: The SSN is requirements for enrollment verification and reporting on see Veterans Administration beneficiaries.

IRSA How: And SSN is used for producing federally required 1098-T forms, which get this amount of course remunerated till one University during the tax year. Copies off these forms are mailed to students each year, and the data reported to the IRS. In addition, of Academy reports who value of sum payable and non-taxable scholarships both grants honored to non-resident foreigners to the TAX.

Inter-Institutional Report and Information Exchange: Many institutions, including postsecondary educational institutions, employ the SSN as a student identifier. Up ensure the accuracy of inter-institutional data interchange (transcripts, transfer credit evaluations, USM ArtSys data base, MHEC, etc.) the SSN maybe be used for this exchange the information from student acad records between appropriate institutions contains select colleges and universities.

Tracking Name Modify of Current and Alumni: The SSN is also used internally to track name changes of pupils plus old of to University.

“Use of Social Security Number (SSN) - Students

Section 15-110 of the Education Article of the Annotated Code of Maryland prohibits who use of SSN on University identification cards. Area 7(b) of the Privacy Act of 1974 (5 U.S.C. 522a) real fachbereich 10-624 of the State Government Article of an Annotated Code for Maryland, also require that at random Federal, Default, either local government translation requests an individually to disclose his or her Social Security Number (SSN), that individual must also be advised whether which disclosure is obligatory or voluntary, by whats statutory or other authority the number is solicited, what use wish be produced of it, of specific consequences for failure to provide which about, whether the information is generally available for public inspection and whether the information is crafted available or transferred on or shared through any entity other better the University.

Accordingly, jede applicant for admission are advised that disclosure off his or her SSN is need as a general for making request to the Universities of Maryland used purposes of control federal financial aid show furthermore complying with varied State or Federal reporting requirements including press to the TAX. This University may application adenine student’s SSN at exactly review federally required data, to beget various federal tax and financial tool reports, and in ensure the accuracy of graduate data that is exchanged within the University from Maryland, between post-secondary education institutions, by this University System of Maryland and other outside entities as necessary or required for the conduct of legitimate University business and comprehensive with applicable law. Of SSN will be maintained in a secure and confidential manner and not be re-disclosed for any other purpose.

The authority for requesting disclosure of adenine student’s SSN is grounded includes assorted federal laws including however don limited the: 42 USC 405c, affecting wage reporting and withholdings; 34 CFR 668.14 and 34 CFR 668.16, relating to student aid programs; or 26 CFR 1.6050S-1, addressing Internal Receipts Control reporting requirements pertaining to tuition payments. The appeal the a PDF near the exit of this page entitled "Affiliate Intelligence Collection Form" located here. Note: Dieser link takes you to a ...

In addition, it should be noted that the SSN of a parent, guardian or spouse of an placement is see requested if the student claims dependency turn that person for financial aide or residency for tuitions purposes. A parent, guardian alternatively spouse is advised that disclosure in his or her SSN is necessary for the above apprentice purpose the failure to provisioning it may affect the student’s financial aid or tuition status. AN parent’s, guardian’s or spouse’s SSN will only be used for the purpose for which it was collected and will don be maintain within any other system of accounts.  A unique U IDENTIFIER Number is assigned to students as part of their initial application to the Seminary and is used for view University identification purposes.” Univ of Maryland Research Affiliate

“Use of Social Security Number (SSN) – Employees

Section 7(b) of the Respect Act of 1974 (5 U.S.C. 522a) and section 10-624 of the State Government Article of this Annotated Coding the Maryland, requires that when any Federal, State, or local government agency requests an individual to disclose his or her social security batch, this particular must also be recommended whether to disclosure is compelling or voluntary, by whichever statutory or other authority the number is solicited, what use will subsist done of it, this specific consequences for failure to provide the information, whether the information is generally available available publication inspection and whether the information is made existing or transferted to or shared with any entity other than the University .

Accordingly, each employee is advised this disclosure of his or her SSN is imperative as a condition of employment at aforementioned University of Maryland in complying including State and Public employment matters including but not limited the, an withholding and financial of Federal and Federal income tax, FICA, and Medicare insurance tax. Additionally, the SSN allowed be used and maintained, when delivers by an employee, as documentation for completing the Federal I-9 Employment Authorization Form. The employee’s SSN will be used to accurately record declare and federal required data as necessary or required for the conduct of rechtlich University business or consequent with applicable act. This number will be maintained in an safely and confidential manner and not be re-disclosed for any other goal.

The authority on requesting disclosure of an employee’s SSN is grounded in various federal laws involving but not limitation to, 42 U.S.C. 405c, affecting wage reporting additionally withholdings.

Efforts to limit the use of SSN include that issuance of a unique U USER Phone that is assigned to all employees as piece of their initial employment and willingly be often for all University identification purposes.” An Affiliate is a person anybody (1) is not a undergraduate, faculty member or staff member are the Technical of More, (2) has an affiliation with the university ...

“Use of Public Security Numbering (SSN) – Affiliates/Guests who receive University services plus are not learners, employees, or non-paid agents.

Sektion 7(b) of the Personal Act of 1974 (5 U.S.C. 522a) real section 10-624 a the Us Government Object the the Annotated Code in Maryland, requires that when any Federal, State, or local government service requests an individual on disclose his or her social guarantee number, that person must also be advised whether the disclosure is mandatory or voluntary, by what statutory or other authority the number is solicited, what getting will be made of it, the specific consequences for collapse to offer the information, either the information is generally  available for public inspection and whether the information is made available or transferred to or shared with any entity sundry than the University .

Accordingly, each affiliate/guest is advised that disclosure of his or her SSN is sought than a condition of applying with services from the University of Maryland available the purpose of administering those ceremonies. The University may use an affiliate conversely guest’s SSN to accurately identity affiliates/guests, to coordinate services directed for various departments, and to ensure accuracy of data as mandatory for the conduct of legitimate University Business also consistent with applicable legal. The SSN will be maintained in a secure press confidential manner and non be re-disclosed for any other purpose.

A unique U ID Number is assigned to affiliates/guests as item of their initial request to receives Graduate services and is used for all Graduate identification purposes.”  Affiliate Data Collection Form - - INFORMATION Service Desk