What are Student Records? - Office of the Provost and Executive ...

6. Review our use of social security numbers to ensure compliance with this new lawand if that use is not in compliance, immediately discontinue use of social securitynumbers in that setting.While the legislation passed during the 2002 Legislative Session restricts collection of SocialSecurity Numbers by certain agencies, it also creates an exemption for agencies like theUniversity of South Florida that are authorized by law to collect social security numbers:• USF is authorized by law to collect social security numbers. Under federal law,institutions using social security numbers that have operated a system of records prior to1975 may continue its use.• The collection of social security numbers is imperative for the performance of USF’sduties and responsibilities prescribed by law. Largely, institutions have historicallyassigned student identification numbers based on social security numbers, since it is themost effective pairing agent in document matching/management as well as the mostconclusive means of identification. The public school system of Florida uses SSN’s forfederal and state reporting and as a student identifier in the K-20 system for purposes oftracking and assisting students as they move from one education level to the next.• Records guidelines and practices require that social security number and name changesbe recorded and tracked, upon receipt of legal documentation or appropriate certification.• Technological advances such as FASTER/SPEEDE and other forms of electronic transferof records have led to the development of statewide databases for a variety of purposes.In many cases, State laws and regulations require release of personally identifiablestudent data to appropriate state agencies to facilitate state research and reportingresponsibilities. In addition, several clearinghouses have been designated as “universityofficials” and allowed to receive SSN and other directory information in electronic files.• The Federal Department of Education and the State of Florida Office of Student Financialassistance require the use of Social Security Numbers for the administration of all Federaland State financial aid programs, reports, and processes. The Office of Financial Aid isrequired to collect and verify that the SSN submitted by the student on their applicationfor financial aid agrees with that on file with the Social Security Administration.Although USF is exempt and authorized to collect Social Security Numbers (SSN) by law, theUSF Office of the Registrar has responded to the concerns of HB1673 and other such legislationby proposing changes that would allow records to be searched for or accessed in the University’sStudent Information System using a system-assigned Student Identification Number. Even withan alternate identifier, note that Social Security Number would continue to be collected.