Since UWF's inception, the Social Security Number (SSN) was used as the primary identifier for each individual associated with the university. Identity theft has become a major issue in the United States and other countries. Usage of SSNs in common transactions increases the chance that a SSN can be stolen, which could put a person's identity at risk. The University of West Florida is committed to taking appropriate measures to protect the personal information of its students, employees and others affiliated with the university and strongly supports the national growing trend to cease using the SSN for identification. Therefore we undertook this project to convert systems and business processes from a SSN ID to a non-SSN ID [UWF ID], and limit the use of SSN to strictly business-related purposes, such as Financial Aid and payroll processing.
The UWF ID number is system-generated at the time a person's record is entered into a UWF system. The UWF ID is a unique nine-digit number with the format beginning with either 97 or 96 depending on the system assigning the number (Student or Nautical respectively). The UWF ID is in no way affiliated or derived from a SSN. Every past and present student and employee has been assigned a UWF ID. Affiliates of the university who require a Nautilus Card (e.g., alumni, retirees, contract employees, etc.) also receive a UWF ID.
Your UWF ID is printed on the front of your Nautilus ID card. It is also displayed in the My Account app in MyUWF.
Because many systems that UWF currently uses require numeric IDs and in order to easily integrate the systems with each other, a common numbering system must be used between systems.
Your Social Security number is still required by federal or state law for certain transactions such as admissions, financial aid, human resources, and payroll. The University will continue to collect and store SSN, but it will be used in very limited cases and in more secure environments.
UWF staff will be required to look up student and employee records by UWF ID or Name, but can verify your identity in the system by using the last four (4) digits of your SSN if you voluntarily provide that information.
Individuals will not be required to supply their Social Security Number, either verbally or in writing at any point of service, nor will they be denied access to those services should they refuse to provide a SSN except in those instances where the University is legally required to collect a Social Security Number. In which case, this shall be made known to the individual through published policy. UWF employees look up records by UWF ID or name, then validate your identity by asking for your birth date or the last four (4) digits of your SSN.
If your SSN is required on a UWF form, it should also include the following disclosure statement:
The University of West Florida requests your Social Security number (SSN) because federal, state, and/or local law requires the University to report the name, address, and SSN for certain purposes. UWF will not disclose your SSN without consent unless it is required to do so by law, or as permitted by the University's Social Security Number Usage Policy (will include URL here).
There may be, however, some non-UWF, third-party or government forms that also require your SSN.
If you are not sure whether you should disclose your SSN, send an e-mail message to the University Internal Auditing & Management Consulting Department at (email@example.com ).
One of the common sources of confusion surrounding this is the difference between collecting SSNs and requiring SSNs. The University of Michigan, Wisconsin, Minnesota, Indiana, Texas, Oregon, Ohio State, Penn State, Northwestern, North Carolina, and Harvard (for example), will all enroll students who withhold their SSN. All of these schools do attempt to collect SSNs for the same reasons that we will - reporting to various Federal and state agencies, and to expedite record keeping. The Privacy Act of 1974 explicitly states that even for state governments to mandate the submission of the SSN requires: a) they had a system of records in place prior to Jan 1st 1975 built on the SSN, and b) there existed a state statue explicitly giving the state the right to the SSN. Students trust the University with their confidential educational record, and it behooves the University to impress upon students that we will protect their Social Security number with the same vigor.
Generally, new employees will know what their new UWF ID number is when they get their Nautilus Card or when they activate their new ArgoNet account and go to the My Account app in MyUWF.
The Admissions Office will include the UWF ID in the packet of information sent to students who have applied at UWF. UWF IDs are also displayed on the My Account app in MyUWF.
Please notify the Nautilus Card office immediately at 474-3324 if your card is lost or stolen. After normal business hours, please contact the Campus Police at 474-2415. We will place a hold on your account to prevent unauthorized usage. You will very likely need to purchase a replacement card.
Knowing your UWF ID does not necessarily give anyone access to your personal UWF information. Services that pertain to your personal records should always require positive physical identification or, if you are using an electronic service, the use of your ArgoNet username and password. As always, however, be sure to safeguard your card and your ArgoNet password to prevent unauthorized use.
Many operations on campus such as the library, fitness center, ticket office, and others require your Nautilus Card for access to services; therefore, we recommend that you carry your card with you when conducting business at the University.
If you are a retired employee with a current Nautilus Card, you should visit the Nautilus Card office in Building 20W to obtain a new card. Please bring your old card with you.
No; UWF will not permit the transmission of SSN by UWF individuals via e-mails nor campus mail. The last four (4) digits may be included if absolutely necessary to help the receiver validate the individual when retrieving records.
Yes. The UWF ID can be used in e-mail correspondence with students or other faculty and staff.
No. The UWF ID will be listed instead of the SSN on any report where SSN was listed as the ID. The UWF ID will be the key to a student's record.
Use of the SSN is now greatly restricted and requires the approval of the University Internal Auditing & Management Consulting Department. To review UWF Social Security Number Usage policy and procedures, please go to the Policies and Forms page of this website.
Yes. The UWF ID is the new identifier that UWF uses as the primary key for tracking students, employees and anyone affiliated with the University. It has been assigned to all past and current employees and students through a conversion process. The UWF ID is a nine-digit number that is not related to or derived from the Social Security number.
Yes, all UWF forms or files used after November 1, 2007, must accommodate the use of the UWF ID unless prior approval has been obtained or is a federal form requiring the SSN. To learn more about forms and UWF IDs, see the section of FAQs labeled UWF-Form-Related FAQs.
No, but all paper files containing SSNs must be safeguarded in a locked cabinet or secure office with limited access. Any forms or files used after November 1, 2007 must not contain SSN data unless prior approval has been obtained or is a federal form requiring the SSN.
Records should be stored, maintained and destroyed in accordance with the Records Retention Schedule for all administrative records; this is coordinated by the University Records Management Department. See http://www.uwf.edu/records/ for more information, or contact Mr. Gus Harris at firstname.lastname@example.org .
There are mechanisms in place to look up employees in Banner by Name and validating the identity of that person with the use of birthdate and if necessary the last four (4) digits of the person's SSN. There are mechanisms in place to look up students by Name and birth date and a new CICS screen, WFID, to search by name and validate by birth date and if necessary last four (4) digits of the SSN.
Yes. If you believe your department or unit needs to use SSN data, either permanently or for a transition period, please send a detailed justification to Internal Auditing (email@example.com). Include a detailed justification for your department's reason (federal or state law, business-purpose, etc.) for requiring the SSN. This form must be sent to Internal Auditing for approval. If your request is not approved, you will need to revise and order new forms, change computer programs, etc. It will be extremely rare for any unit to need locally-stored SSN data so very few exemptions will be granted. If your unit deals with an outside vendor that requires SSN identifiers, you may request access to SSN data for products (i.e., files or reports) sent to vendors. However, this does not mean the SSN needs to be saved locally. You will be requested to provide the precautions you will implement to safeguard the information. All electronic forms must be on secure web sites. If you are uncertain if your web site is secure, please contact the ITS Help Desk at firstname.lastname@example.org.
UWF's official policies regarding the use of SSNs are online on the following website: http://www.uwf.edu/president/policies/
This is an example of existing documents (UWF Procedures for Existing Documents Bearing SSN) and should be treated as such. There is no automatic mechanism for searching for and/or altering/deleting Outlook emails and calendar appointments that have SSNs embedded in them. Emails and appointments can be deleted or modified manually as they are discovered to remove the risk of SSN exposure.
When a student is initially hired as a student employee, the social security number should be placed on the student action sheet. A copy of the student's social security card must be included with the new hire documents sent to Human Resources. The student's UWFID number should be used on action sheets prepared subsequent to the new hire process.
Since each manufacturer will be different, departments should contact Candace Perez in Procurement (email@example.com) who will investigate each situation and recommend a solution.
Many file cabinets across campus have locks; but, the keys have been lost. The steps to obtain keys for those file cabinets are as follows:
If the filing cabinet does not lock:
If you cannot find any information indicating the cabinet's manufacturer, model number or lock number, contact Candace Perez in Procurement & Contracts (474-2630 firstname.lastname@example.org).
A local furniture representative will be contacted to obtain a quote for keys or lock and keys depending upon the cabinet's manufacturer.
Any forms not developed by the University, which would include forms from government agencies, third party vendors, etc., are not subject to the University's Social Security Number Usage Policy or Procedure. If the form requires the SSN, ensure these forms are secured (e.g. locked cabinets) and have limited access.