Academic Policies

23. Guidelines for Using Student Identification Numbers at Penn State

Purpose

To establish good practices for the use of the student identification number.

Introduction

The Penn State Student Identification Number is the student's social security number (SSN). While there are rare and special situations where the student number has a value different from the social security number, the SSN is the most commonly used form of identification for university transactions. Because of the growing use of the social security number in many settings (banking, credit cards, insurance) and because of the rapid emergence of electronic commerce, the concern of identity theft is growing. These guidelines are presented to guide the proper dissemination of the Penn State student ID number.

There are many student related computer applications across the University that rely on the use of the student ID to uniquely identify the individual student. Discussions are underway to consider an alternative value than the SSN. The statement that follows is intended as a guideline to safeguard all Penn State student IDs.

Guidelines and Good Practices

• Do file student records by last name, not by student ID number.
• Do insure privacy when asking for student ID number. When on the telephone, be sensitive that the student may not be in a private environment.
• Do post exam grades using only the last four digits of the student ID number. However, the list must be sorted by these four numbers.
• Do ask for only the last four digits of the student ID number on exams and other documents when needed to identify different students with the same name.
• Do properly dispose of all papers and documents that contain the student ID number. Do avoid the inclusion of student ID numbers in the body of e-mail messages and attached documents.

Bad Practices

• Do not use an alphabetical listing and simply block out the first five digits when posting grades.
• Do not ask for the student ID number on any document that will be viewed by anyone other than a University employee with an educational need to know. Examples:
  • On exams - if other students may see the exams of their classmates.
  • On homework - if other students may see the homework of their classmates.
  • On attendance rosters - especially if the roster is passed around the classroom.
  • On questionnaires, surveys, and other documents soliciting additional personal information.
  • On checks payable to the University or to the student.
  • On non-academic documents such as a Fitness Pass or an appointment sign-in sheet.
• Do not post exam grades along with student ID numbers.
• Do not include the student ID number in the subject line of e-mail messages.
• Do not include the student ID in e-mail messages.
• Do not include the student ID number on any documents mailed by surface mail where the student ID is visible on the document or in a window envelope.
• Do not ask for the student ID number in a face-to-face setting where others may hear the student speak their student ID.
• Do not ask for the student ID number simply as a matter of convenience. Be prepared to explain why you require that the student provide their student ID number. Do not tell students you cannot assist them without their student ID number unless circumstances require the student ID number.
• Do not recycle any document or computer print that contains the student ID number. Such documents must be properly destroyed by shredding.
• Do not release information over the telephone based on the caller providing the student ID number. Do take additional steps to insure that the caller is whom they claim to be.
• Do not print documents that contain both the birth date and the student ID number.

Approved by Academic Council

This statement is adapted from that distributed by the Registrar at the University Park campus.