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Purpose


The purpose of this policy is to document the procedure for updating student Social Security Numbers (SSNs) in the student information system.

Basis of Policy


An individual’s SSN is one of the most critical data items used to establish an identity. As such, the data must be accurately recorded.

Policy


Students are able, but not required, to provide their SSN upon application to UNMC. Once accepted to UNMC, a student’s SSN may be required for certain purposes, such as financial aid, generation of 1098T statements and submission of enrollment to the National Student Clearinghouse. Individual Tax Identification Number (ITIN) can also be used for 1098T statements.

Prior to acceptance at UNMC, a student’s SSN may be obtained from program application documents and updated in their application file if necessary. After acceptance to UNMC, a student’s SSN may be added or updated by the Office of Academic Records following:

  1. Receipt of an email from the student via their UNMC email account with appropriate documentation,
  2. Receipt of information from SAP or payroll records for students who are also employees, 
  3. Receipt of information from federally verified FASFA data obtained from Financial Aid staff, or
  4. Verification of SSN in the event of a data conflict with our National Student Clearinghouse enrollment reporting.

Staff in the Office of Academic Records will be the only individuals with security to add or update SSNs in the student information system.

Staff in the Student Accounts Office will be responsible for reminding US Citizens who do not have an SSN in the student information system of the need to provide this information to properly process 1098T statements.

Policy Process Applied: Interim
Responsible Officer: UNMC Director of Financial Aid
Date Approved by Responsible Officer: 12/20/2021
Responsible Officer: UNMC Director of Student Accounts
Date Approved by Responsible Officer: 12/20/2021
Date Approved by Education Council Policy Committee: 12/20/2021
Date Approved by Education Council: 1/20/2022
Date Approved by Senior Vice Chancellor for Academic Affairs: 2/24/2022
Policy Expiration Date: 2/24/2023
Review Cycle: One-Year Interim