Bloomsburg University is one of the many higher education institutions that still use Social Security Numbers as the student identification number. While we have already taken numerous steps to eliminate the places where we store, display or print this number, much work remains.

Concerns about the linking of names and social security numbers and the resulting potential for identity theft have made the use of social security number as student ID a visible issue. If we eliminate the use of social security number as student ID, the risk of identity theft is reduced, but other security measures must be in place as well.

The Office of Technology is not directly responsible for all computer systems on campus. These systems may include databases, spreadsheets or even word documents that contain social security numbers on an individual’s local hard drive or network drives. We will however work with other units on campus to ensure that they have knowledge of good practices relating to this.

Another area which must be assessed is the hard copies of records that exist in many departments. Typically these records are in a fairly secure physical location, but we must ensure that when these records discarded that they are properly handled.

The entire student information system will be examined and where appropriate the use of social security numbers will be replaced with the new BUID. This includes printed reports, transaction displays and files provided to other systems. Social security numbers will only be used in those cases as required by law or statue such as payroll and financial aid. The Office of Technology will work with all departments who are currently receiving information from the central database and assist in converting these systems to use the new ID.

Rather than focus on a total replacement of social security number with a new student ID across administrative systems, the emphasis will be on improving social security number confidentiality without causing major impact to existing administrative systems. We must keep in mind that the entire legacy student database is due to be replaced by SAP Campus Management through the Shared Administrative System initiative.

Question: What is the Social Security Number to Student ID conversion all about?

The Office of Technology will convert the Student Information System (SIS) and assign new Student identification numbers to all students who currently use their Social Security Number as their on-campus ID. The new Student IDs are system-generated and unique, and students will be asked to use their BUID as their primary Student identifier on campus.

Many university-wide databases are built with data that originates within the SIS. These databases will stop using the Social Security Number (SSN) completely and begin using the new Student ID. Other systems that don’t require use of the SSN—but may be using it due to convenience or tradition—are encouraged to eliminate its use whenever possible. The Office of Technology will not provide the SSN to any department or person who does not required this for a legitimate business need.

Question: Why are we converting at this time?

We have been making some changes over the past several years to eliminate the most visible uses of the SSN and had hoped to not need to implement a widespread change of the student ID until we converted to the SAP Campus Management Shared Administrative System (SAS). However, because it now looks like the SAS will be several years off for Bloomsburg University; it makes sense to proceed with the conversion.

Question: How will the Student ID conversion affect me?

The affect of the conversion will depend on your databases, procedures, and the systems with which they interact. Anyone who maintains systems that use the Social Security Number should consider how the conversion might require reconciliation of old and new numbers. Some effects are being accounted for by the Office of Technology, but you should contact the Applications Development and Operations staff if you suspect you will be affected and have not been contacted by November 2006.

Question: When will the Student ID conversion happen?

We anticipate that most conversion activities will be completed by March 2007, with intermediate milestones along the way.

Question: What are some characteristics of the new, system-generated Student ID?

The new Student IDs will be a 6-digit number, beginning with a 1.

Question: After the conversion, will I be able to look up a Student ID if I know a student’s Social Security Number?

Yes, authorized users will be allowed to lookup the conversion.

Question: What about “old” student records I have in my departmental database? Will I have to convert those?

Our recommendation would be that these records should be converted.

Question: How will transcript requests work after the conversion?

Students would be able to requests transcripts using either their SSN or BUID.

Question: How will the conversion affect admissions processes?

Prospective students and applicants are automatically assigned a BUID as soon as they are entered into the SIS. The SSN will be a required field on the application, but will be optional for prospects.

Question: How will a student find their student ID number if they can't remember it?

Students will always have the option of logging into STINF using their social security number (or their student ID number). Once logged into STINF, their student ID is prominently listed on the STINF Welcome screen. It can also be found by clicking on the Biographical button in STINF.