Frequently Asked Questions -- SSNs and UIDs
1. Why does Illinois State University need to switch to a University ID system from the current Social Security Number (SSN) based system?
2. What is the structure of the UID?
3. The UID looks a lot like an SSN -- is it?
4. Since you mention the SIN, is there an issue with pattern matching?
5. When will the conversion take place? What will change?
6. How will I know my number? Do I have to memorize another big number? Why can't we just use the ULID?
7. How will the University restrict future uses of SSNs?
8. Will my departmental database still work?
9. How do classroom grades and grade posting work?
1. Why does Illinois State University need to switch to a University ID system from the current Social Security Number (SSN) based system?
There are many reasons for switching, but the primary driver is increased security with regard to identity theft. Because the SSN has meaning beyond its use as a unique person identifier, there is potential for abuse.
2. What is the structure of the UID?
In order to fit into the existing record key space in both electronic and paper systems, the UID is a 9-digit number. The assigned range is from 800-50-0001 to 879-99-9994. Key records for all students and applicants, all staff, and all alumni will be changed.
3. The UID looks a lot like an SSN -- is it?
The Social Security Administration does not assign numbers with an area number (first three digits) in the 8xx- range. The pattern shown above is just a convenience and familiar grouping; it could just as easily be shown in groups of three like a Canadian Social Insurance Number (SIN) 800-500-001 or 8-0050-0001, or plainly 800500001.
4. Since you mention the SIN, is there an issue with pattern matching?
The SIN is not currently issued with a leading digit of "8"
5. When will the conversion take place? What will change?
The conversion is targeted for Memorial Day Weekend 2005. The goal is to remove SSN from all University records and replace it with the UID. The process will require taking the Mainframe off line for the weekend. Specific calendars will be available Spring 2005.
6. How will I know my number? Do I have to memorize another big number? Why can't we just use the ULID?
Each current constituent (students and staff) will receive a new Redbird/ID card in the late Spring. The redesigned card will have the UID printed on the front of the card. Since the physical card is needed for many services (library, check cashing, dining service, etc), there may be no real need to memorize the number, any more than there is a need to memorize your credit card number.
Several groups will not know their UID, for example Alumni and Retirees. University offices will have access to a process that will use the social security number or other information to locate the individual. Your UID will be shown in your iCampus portal.
The ULID (University Logon ID) has a few problems for use as a system ID -- it is not random, it is a public data element, it is not necessarily unique, it is as readable as your actual name -- and since it is not just numbers and would require restructuring of the data systems in addition to key replacement. Complete restructuring makes many people shudder.
7. How will the University restrict future uses of SSNs?
Access to and use of SSNs is strictly limited by University policy. The policy is available from the Policy web..
8. Will my departmental database still work?
Many departments keep operational data marts to track processes. Spreadsheets, Access tables, SQL Server, MySQL, etc. files that are based on SSN will no longer server their intended purpose -- connecting to University data. Furthermore, these data sets are no longer going to be in compliance with University policy. AIS will help you convert these systems to UIDs. Please contact Bill Cummins for more information.
9.How do classroom grades and testing work?
Classroom grading and testing practices do not change dramatically. The UID or ULID is used as the identifier as appropriate. The Provost has guidelines on the "Best Practices" in grading. Please contact Mark Walbert for more information.