Social Security Number Policy Administration

What Is It?

The U of I System Social Security Number (SSN) Policy demonstrates the University's commitment to protecting the privacy of members of the University community. The University of Illinois System SSN Coordinators oversee the implementation of the U of I System Social Security Number (SSN) Policy. In consultation with the Office of University Counsel, the SSN Coordinators also approve proposed new disclosure statements or modifications to existing disclosure statements.

No unit is authorized to maintain existing or build new systems that store all or any part of an SSN, without authorization from the SSN Coordinators. Units seeking to replace systems that store SSNs may contact the i-Card Programs Office by emailing icardhelp@uillinois.edu for assistance in bulk conversion of SSNs to UINs.

Features

The University of Illinois System SSN Coordinators oversee the implementation of the University of Illinois SSN Policy. The university SSN Coordinators also approve, in consultation with the Office of University Counsel, proposed new disclosure statements or modifications to existing disclosure statements.

Requirements

The office collecting SSNs must adhere to the University SSN Policy at www.ssn.uillinois.edu.

Additional Guidance:

• Be sure to include an SSN Disclosure Statement found under “Collection, Use, and Storage of SSNs” on the University System Social Security Number Policy website when collecting the SSN.
• The office collecting must carefully follow all policy, notably, the protection procedures listed under “Collection, Use, and Storage of SSNs” and Transmission and Disclosures of SSNs on the University System Social Security Number Policy website when collecting the SSN.
• The collecting office must have a documented process you follow that contains at least these elements for the collection:
  • Training - SSN personnel must complete training at go.uillinois.edu/SSNTraining before collecting SSNs (this training is new, so it’s ok if training has not previously been completed)
  • Access Management - Assure only you and limited, trained business personnel who need to know have access to the repository/Box folder storing SSNs
  • Review the access periodically
  • Have a consistent practice to remove individuals from access as soon as they no longer serve in the role
  • Have a process in place to ensure removal of SSNs as soon as they are no longer needed.
• Communications/Awareness
  • Advise individuals submitting SSNs to also remove the forms from their own computer/Recycle Bin, etc, if/when no longer needed
  • Advise individuals to use the Box upload process and not email or other avenues to submit their forms

Who Is Eligible To Use It?

• Faculty
• Staff
• Students

Where Can I Get It?

Select the Request SSN Coordinator Support button on this page to submit your request.

How Do I Use It?

You can contact the University of Illinois System SSN Coordinators by email at ssn@uillinois.edu or use the Request SSN Coordinator Support button on this page to submit your request to the UIC SSN Coordinators.

How Much Does It Cost?

There are no direct costs to clients.

How Can I Get Support?

If you are experiencing a problem with this service, please report it. If you just have a question, feel free to ask us.

Service Levels