I. Purpose

Our NSU Social Security number Policy addresses the requirements of the Federal Privacy Act of 1974 and amendments, regarding requests by the University for Social Security Numbers (SSN) and provides guidelines for policy and procedures on the proper use and disclosure of an individual's Social Security Number to ensure that the Federal Privacy Act requirements are met.

The Federal Privacy Act of 1974 and amendments establish guidelines under which any state agency may request Social Security Number from individuals. Individuals may not be required to give their SSN unless specific to a Federal or State statute. Agencies may not deny any right, benefit or privilege to any individual because of their refusal to disclose their SSN. It is incumbent on the University to inform the individual whether the disclosure is mandatory or voluntary, by what statute or other authority, and what uses will be made of the Social Security Number. (Reference A)

The Social Security Number was not designed to serve as a universal identification mechanism. Casual use of the SSN has led to the escalation of the crime of identity theft. With the SSN accessible to so many people, it is possible for someone to fraudulently use an individual’s Social Security Number to assume another identify and gain access to financial and other personal information, risking an individual’s personal credit and confidentiality. For many years, SSN has been used as an identification number in many computer systems; giving access to private information and allowing an easy way to link database information. Federal Privacy Act compliance serves as a deterrent to identity theft and its consequences. It is the intent of Nova Southeastern University to take the necessary precautions to protect the identity of all of its constituents.

III. Collection and Release of the Social Security Number

Student

Nova Southeastern University requests that a student provide a Social Security Number at the time of application to the University. The Social Security Number will not be used as the student ID number but will be provided to entities requiring Social Security Number, including but not limited to the federal government for financial aid and Tax Relief Act (1997) reporting, Immigration and Naturalization Service, and as required by court order in accordance with the Family Educational Rights and Privacy Act.

Nova Southeastern University requires that an employee provide a Social Security Number at the time of employment. The Social Security Number will not be used as an Employee ID number for internal University uses, but will be provided to external entities requiring Social Security Number, including but not limited to federal, state and local governments, insurance carriers, and retirement programs. Affiliates or vendors of NSU will be required to provide a Social Security number for mandated tax reporting purposes.

A. Systems purchased or developed by Nova Southeastern University will not use Social Security numbers as identifiers unless required by law or business necessity.

B. All Nova Southeastern University employees, students and other individuals that require an identifying number, will be assigned a unique identification number that is not the same as, or derived from, the individual’s Social Security number.

C. Systems purchased or developed by Nova Southeastern University will use Social Security numbers as data elements only, not as keys to databases.

D. Nova Southeastern University systems will not display Social Security numbers visually, whether on computer monitors, or on printed forms or other system output, unless required by law or business necessity.

E. Name and directory systems purchased or developed by Nova Southeastern University will be tied to an individuals’ unique identification number, not social security number.

F. When databases require Social Security numbers, the database will automatically cross-reference between the Social Security number and other information through the use of conversion tables with systems or other mechanical mechanisms.

G. No system or technology will be developed or purchased by Nova Southeastern University unless it is compatible with these regulations.

Reference. A
DISCLOSURE OF SOCIAL SECURITY NUMBER
Section 7 of Pub. L. 93-579 provided that: '(a)(1) 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. '(2) the (The) provisions of paragraph (1) of this subsection shall not apply with respect to - '(A) any disclosure which is required by Federal statute, or '(B) the disclosure of a social security number to any Federal, State, or local agency maintaining a system of records in existence and operating before January 1, 1975, if such disclosure was required under statute or regulation adopted prior to such date to verify the identity of an individual. '(b) Any Federal, State, or local government agency which requests an individual to disclose his social security account number shall inform that individual whether that disclosure is mandatory or voluntary, by what statutory or other authority such number is solicited, and what uses will be made of it.'

1/23/03

Federal law recognizes the student Social Security Number (SSN) as personally identifiable information under the Family Education Rights and Privacy Act of 1974 (FERPA). However, the law allows Georgia Tech to request and to use this information in compliance with state and federal guidelines. While you are not required to provide your SSN to be considered for admission to Georgia Tech, you are strongly encouraged to do so, if you have one. Providing a SSN will speed up matching of materials such as transcripts and test scores with your application. A SSN is required if you are applying for financial aid for federal tax benefits, or for employment; it may be required for other purposes. The information may be disclosed only under certain circumstances, including the following:

• to other institutional officials;
• to representatives of state and local educational authorities;
• in connection with financial aid;
• for research purposes to improve instruction;
• to collection agents in connection with university-related business;
• pursuant to an order from a court of law;
• other circumstances as required by state or federal law.

Nova Southeasterns University is committed to ensuring the privacy and confidentiality of student records.

Employees & Affiliates SSN Disclosure Statement

SSN required on HR forms for Employees:

Federal tax regulations require us to request a SSN from every employee who is paid compensation. Employee SSN’s are maintained and used by the University for payroll and benefits purposes, to verify employment history, and are reported to Federal and state agencies on forms required by law or for benefits purposes. Except as mandated by law or as required by the Board of Regents of the University System of Florida or as required for benefit purposes, the University will not disclose an employee's SSN to anyone outside the University without the employee s consent. Failure to provide a SSN may result in the withdrawal of an offer of employment and/or the denial of benefits. Nova Southeastern University is working to minimize the use of Social Security numbers within its business processes. For more information please refer to NSU's Social Security Number policy.

SSN required by third party form (such as benefit form):

At times the University may provide you with forms on the behalf of benefit providers and other organizations. Many of these forms require your Social Security number. As private companies it is within their rights to require you to provide your SSN in order to provide the requested service. These services typically include but are not limited to health and life insurance, retirement benefits, and employment verification. In addition, many State and Federal forms will also request your SSN. In addition to tax and other compensation-related forms these may include background checks for security sensitive positions, and immigration-related documents among others. If you feel one of these third parties has misused your SSN, please refer the matter to the Office of Human Resources as well as the party in question.

Voluntary (optional) provision of the SSN (for services to non-employees)

Nova Southeastern University is requesting your Social Security number (SSN) in order to expedite __[fill in as required]__. Providing your SSN may minimize administrative delays associated with the requested service. Except as mandated by law or as required by the Board of Regents of the University System of Florida, the University will not disclose an individual's SSN to anyone outside the University without their consent. NSU is working to minimize the use of Social Security numbers within its business processes. For more information please refer to NSU's Social Security Number policy.