Social Security Number Policy Revised

UB Seal on Crosby Hall

Published February 19, 2018

The Social Security Number Policy, approved and signed by President Tripathi, is available in the University Policy Library

Overview

The University at Buffalo is committed to maintaining the privacy, confidentiality, and proper handling of social security numbers (SSNs). The university recognizes that misuse or inadvertent disclosure of SSNs can pose privacy risks to individuals as well as compliance or reputational risks to the university. Therefore, the university prohibits the usage, storage, and/or dissemination of SSNs unless there is a specific business purpose.

The university will request and use SSNs as required by law or for certain business purposes with appropriate disclosure. The UB Person Number will serve as the primary identification number for university faculty, staff, and students.

Policy Revisions

The policy was revised to:

  • Change the name of the policy from Social Security Number Usage to Social Security Number
  • Remove text related to the procedure and time frame for discontinuing use of SSN numbers as a common identifier (January 1, 2006)
  • Provide guidelines for using SSNs
  • Establish a SSN access request procedure

Applicability

This policy applies to:

  • All faculty, staff, students, volunteers, and other members of the university community who use UB information resources, particularly those who are entrusted with sensitive data and data protected by law or other UB policies.
  • The use, collection, and retention of SSNs, whether maintained, used, or displayed wholly or in part, and in any data format, including but not limited to oral or written words, screen display, electronic transmission, stored media, printed material, facsimile, or other medium.

Guidance

Questions can be directed to the Chief Information Officer or the Information Security Officer.

Contact Phone Email
Vice President and Chief Information Officer 716-645-7979 vpcio@buffalo.edu
Information Security Officer 716-645-6997 sec-office@buffalo.edu