C6: Disclosure and Use of Student Social Security Numbers

Responsibility for Maintenance: Registration and Records

Date of most recent changes: January 6, 2010

I. Policy Statement  

Onondaga Community College will comply with applicable law restricting the disclosure and use of student social security numbers, as set forth in this policy.

II. Reason for Policy  

The College is required to comply with its obligations under applicable law regarding the disclosure and use of student social security numbers, including without limitation the New York State Education Law and the Family Educational Rights and Privacy Act (FERPA).

III. Applicability of the Policy  

This policy applies to all College employees having access to student social security numbers, including without limitation faculty.

IV. Related Documents  

V. Contacts  

Subject Office Name Title or Position Telephone Number Email
Questions 
regarding 
policy		 Registration and Records Director of Registration and Records  (315) 498-2350 registrar@sunyocc.edu  

VI. Procedures  

Student social security numbers constitute “education record” information under FERPA and, as such, may only be disclosed or used in compliance with the College’s Policy C1 on Compliance with the Family Educational Rights and Privacy Act. Moreover, even in circumstances where such disclosure or use is otherwise permitted by that policy, a student’s social security number may not be displayed to identify the student for posting or public listing of grades, on class rosters or other lists provided to faculty, on student identification cards, in student directories or similar listings, or unless specifically authorized or required by law, for any public identification purpose. The foregoing displays of student social security numbers are prohibited regardless of whether the display is in hard copy or electronic format

Student identification cards may not publicly display the student social security number on the card, but the security number may be coded on the magnetic stripe or chip in the card.

Approved by OCC Board of Trustees April 3, 2006

Updated and approved by the President January 6, 2010