In an effort to inform the employees of Clayton State University about the new LakerID# and the changes to the use and protection of the Social Security Number, all faculty, staff, and student employees are required to complete the following awareness training.

Please read the Social Security Number Usage and Protection Policy below and type your initials in the box next to the affirm statement indicating you have been made aware of the policy:

Social Security Number Usage and Protection Policy

1. PURPOSE AND SCOPE
   Clayton State University considers Social Security Numbers to be sensitive and confidential information.  To ensure privacy and the proper handling of confidential information, Clayton State has adopted the following policies for the collection, use, and disclosure of Social Security Numbers.
   
   
2. POLICY PROVISIONS
   

   A. Board of Regents Policy

   The Board of Regents (BOR) supports the use of alternate identifiers for students as indicated in the BOR Policy Manual:

   "The social security number shall be required from all entering students for a permanent and lasting record.  When possible, an alternative number will be assigned and used by institutions for all purposes which do not require the social security number.  In no event shall grades be posted by using the social security number.  The University System of Georgia is dedicated to insuring the privacy and proper handling of confidential information pertaining to students and employees."

   
   

   B. Clayton State University Policy

   1. Clayton State University is required to collect SSNs from students, faculty, and staff for specific reporting purposes such as Federal Financial Aid, Immigration and Naturalization Services, employment, tax reporting, insurance, retirement, student records, and for statistical reporting to the Board of Regents (BOR) of the University System of Georgia.
   2. Students, faculty, and staff are required to provide Clayton State University offices and departments with SSNs for legitimate business and reporting purposes.
   3. Consistent with BOR policy, SSNs shall not be used in Clayton State systems as the primary identifier.  Instead of the SSN, Clayton State University shall assign students, faculty, and staff a unique system identifier that is not related to their SSN.
   4. Clayton State University shall not use a social security number as the primary identifier to look up a person’s record, and SSNs shall not be used as login identifiers for Clayton State systems.  University data files that contain an SSN as the primary identifier shall either be converted to a non-SSN identifier or deleted.
   5. Clayton State University faculty and staff shall not post grades using the SSN or any abbreviation or variation of the SSN.
   6. Use of SSNs by the University shall be limited to departments and staff that have legitimate business and reporting needs.  Computer screens that must display the SSN for legitimate business purposes shall not be viewable by the public and should mask, if possible, part of the SSN.  Computer systems that store SSNs shall conform to Clayton State Information and Security Policies.  Storage of printed documents that contain an SSN shall be locked from unauthorized access, and printed documents containing SSNs shall be shredded before disposal.
   7. Social Security Numbers shall be considered confidential information and only disclosed according to appropriate state and federal disclosure and privacy laws.

1. All faculty, staff, students and potential students will be issued a unique nine (9) digit identifier called the LakerID# which will replace the SSN as the primary identifier or look-up key when retrieving a faculty, staff, or student record from a system.
   
2. A secure website will be available for individuals to look up their LakerID# after authenticating themselves.  This link will be available on the University homepage, The DUCK, the Current Students webpage, the Registrar and Transcription Request webpages and the Alumni webpage.

1. The Social Security Number (SSN) will no longer be used as the primary identifier or look-up key when retrieving a faculty, staff, or student record from any system or database and should never be requested verbally or on any form unless required by law or by business necessity.
2. When it's necessary to display an SSN on a computer monitor for legitimate business purposes, the monitor must not be visible to the public.  Systems or databases which store the SSN for legitimate business purposes must conform to Clayton State Information and Security Policies.
3. All campus entities maintaining files which utilize the SSN for identification or any other purposes will ensure that access or use of such information is properly controlled and restricted to prevent unauthorized access or use.
4. Documents that contain the SSN or other identifiers will be shredded when purged.
5. The SSN will not be included in instant messages or emails unless required by law or business necessity.
6. Grades shall not be posted using the SSN or any part or variation of the SSN.