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Operations Manual The University of Iowa

PART II. COMMUNITY POLICIES
DIVISION II

(Written to conform to Regents Procedural Guide 3/74; amended 9/93; 10/95; 9/97)

CHAPTER 36: SOCIAL SECURITY NUMBERS

(10/06; 1/09)

36.1 Introduction
36.2 Objectives
36.3 Policy
36.4 User Responsibilities
36.5 Unauthorized Use of Social Security Numbers
36.6 Related Policies

36.1 INTRODUCTION.
This policy governs the use of social security numbers (SSNs) at The University of Iowa and recognizes the use of the University ID (Univ ID) as the primary identification number for students and employees and any person with a recurring business relationship with the University. The University is committed to maintaining the privacy and confidentiality of an individual's SSN. Therefore, the use of the SSN as an identification number within the University shall be limited.

The Federal Privacy Act of 1974 and related amendments establish guidelines regarding state agency requests for the social security number. It is the duty of the University to inform individuals whether a given use of SSN is mandatory, the law or statute that specifies its necessity, its principal purpose(s), routine use, and the effects of not providing it. This policy provides guidelines on the proper use and disclosure of SSNs to ensure that those requirements are met.
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36.2 OBJECTIVES.

36.3 POLICY.

FOOTNOTE
1. Secure mechanism: transferred via secure subnet isolated inside a secure campus facility, such as ITS or UIHC data centers, transferred via a secure protocol, or encrypted data.
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36.4 USER RESPONSIBILITIES.

36.5 UNAUTHORIZED USE OF SOCIAL SECURITY NUMBERS.
An individual who discovers or strongly suspects the unauthorized release of SSNs or related confidential information, or a violation of this policy, is encouraged to notify his or her management and the Information Technology Security Office at security@uiowa.edu or (319) 335-6332. An individual making such notification is protected by II-11 Anti-Retaliation.
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36.6 RELATED POLICIES.


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Page last updated June 2014 by Office of the Senior Vice President for Finance and Operations