I.1. The Ball State University ID Committee will consist of members appointed by and reporting to the Vice President for Enrollment, Marketing, and Communications.  The Committee will have the responsibility of overseeing Social Security number usage.   Specific responsibilities are spelled out below. 

I.1.1. Oversee and ensure the implementation of these guidelines;

I.1.2. Provide support, guidance, and problem resolution for offices working with Social Security numbers;

I.1.3 Request a legal opinion from University Legal Counsel through the Executive Director of University Compliance on the collection, use or disclosure of Social Security numbers, when the Committee or a campus unit believes such an opinion is needed or would be helpful;

I.1.4 Maintain a list of entities, approved by University Legal Counsel, to which Social Security numbers may be released; 

I.1.5. Provide information and training to employees and students concerning their rights and responsibilities with regard to the collection, use and disclosure of  Social Security numbers;

I.1.6. Resolve differences in implementation procedures to ensure uniformity across the University in implementation details, and an adherence to the spirit of this policy statement; 

I.1.7. Authorize additional collection and/or uses of Social Security numbers by the University in electronic systems and otherwise, if appropriate.  

I.2. All University forms and documents that collect Social Security numbers will use the language included below.  If situations arise in which the following statements are not appropriate, the Executive Director of University Compliance will work with University Legal Counsel to provide an appropriate alternative statement.

I.2.1. Language for forms and documents

I.2.2.General Statement for Faculty, Staff and Student Handbooks 
Ball State University is committed to protecting the privacy of its students, employees, and alumni, as well as other individuals associated with it.  At times the University will ask you for your Social Security number.  Federal and state law requires the collection of your Social Security number for certain purposes such as those relating to employee compensation, tuition payments and financial aid. Whenever your Social Security number is requested on a Ball State University form or other document, the written or electronic form used to request your number will be clearly marked as to the reason for the request and will state whether this request is voluntary or mandatory.

Social Security numbers provided to the University may be used in a variety of ways, such as but not limited to, the following:

1. To identify such student records as applications for admissions, registration-related documents, grade reports, transcript and certification requests, medical immunization records, student financial records, financial aid records, and permanent academic records;
2. To determine eligibility, certify school attendance, and report student status;
3. To use as an identifier for grants, loans, and other financial aid programs; and
4. To identify and track employment or medical records.

I.3. Guidelines for social security usage in electronic systems