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How will staff and faculty learn what students' new RU-ID numbers are?
- Faculty and staff with access privileges to the Student Records Database will be able to search for a student's RUID by name or SSN on the IMS screens. The RUID will also be available on the class Roster.
- All student databases that had referenced the Student ID number will be updated to reference the new RUID in its place as of February 13th.
- New class rosters will be issued showing student name and RUID as of February 13th.
- New reports of student information derived from the Student Records Database and generated after February 13, 2006 will contain the new student RUID and will not list SSN's.
Our department uses various forms and documents that ask students for SSN. What should we do?
Departments should plan to review and revise paper and online forms with the following considerations in mind:
- Forms that ask students for SSN or social security number because it was the default student number should be revised or updated at the earliest opportunity to request "RUID".
- Forms that request the SSN because the department is one of those that requires actual SSN (e.g., payroll), may continue to request SSN. Forms should still be reviewed to make sure that student ID number and SSN are distinguished from one another. Where the student number is the data element that is needed, forms should be updated to request "RUID". Where social security number is needed, forms should request SSN.
- For those offices that require actual SSN, it should already be the case that online transactions use encryption and that appropriate security precautions are taken with respect to paper forms including SSN. Those security provisions should continue.
- It is expected that most online forms can be updated to request RUID in time for the changeover.
- Paper forms should be updated at the first reasonable opportunity. In the interim, students should be instructed to provide RUID wherever student ID or SSN / ID is requested.
Our database is not tied to the Student Records Database (SRDB). How will we convert to the new RU-ID?
Each "shadow" system is designed differently. Each department owning those systems should work directly with the department supplying that information in order to convert the existing "shadow" system to RUID.
Our department has many old records in files that include student social security numbers. What should we do?
Records should be stored, maintained and destroyed in accordance with the Records Retention Policy being developed for all administrative records by the University Records Management Coordinator. See http://www.libraries.rutgers.edu/rul/libs/scua/ru_records/ for more information, or contact Mr. Stephen Dalina at Dalina@rci.rutgers.edu
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