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Creating a gswID# as a unique identifier for all GSW Constituents addresses two major concerns: eliminating errors and redundancies caused by multiple identifiers across systems/applications and reducing the risk of identity theft for the GSW community.
Key components of the proposed gswID# solution include:
- Generating a unique identifier for every individual who enters into a relationship with GSW - faculty, staff, students, consultants, contractors, affiliates, etc. This unique identifier will remain with that individual throughout their "lifetime" at GSW. For instance an individual may start out as a student, return a few years later as a consultant, decide to return to complete his/her Master's Degree, and return again years later as a faculty member. Regardless of the association or relationship an individual has with GSW, he/she will always have and use the same gswID#.
- Social Security numbers will be collected and maintained for all GSW constituents. New students will provide their SSNs when applying for admissions. New faculty and staff will give theirs when applying for a position with the university. SSNs for new and current students, faculty, and staff will remain part of their electronic record on Banner and PeopleSoft, as appropriate, and preserved as part of their history at GSW.
- Students are assigned a gswID#, which is the student identifier, when his/her application is received. When accepted, the student will use the gswID# number as his/her student identifier for all administrative transactions, activities and services provided by GSW. (If a student has a previous history with GSW they will continue to use the gswID# already assigned.)
- Faculty, staff, and all other GSW constituents (such as consultants, contractors, temps, visiting scholars, researchers, alumni, Athletic Association and Foundation affiliates, retirees, intensive English participants, etc.) will be assigned a gswID# upon request from the Office of Human Resources.
- The Office of Human Resources will request a gswID# for an individual as appropriate. The assignment of a gswID# constitutes authorization that th is individual is entitled to the services appropriate for their title or relationship to the University.
- The Office of Human Resources will process all non-student gswID# requests. Banner will be the master repository for all gswID# records. Current employees with GSW ID Cards will need to have their ID Card reissued. All GSW ID Cards issued after January 1, 2005 will have the gswID# printed on the front of the card.
- Peoplesoft HRMS will capture gswID# for each employee, keeping specific data elements in sync with Banner.
- All campus departments using SSNs as the key identifiers in internal applications should make the appropriate changes to systems and applications by April 1, 2005. Business processes that currently request or use SSNs should review all forms to ensure the request is appropriate, necessary, and in compliance with the Privacy Act of 1974. If SSNs are collected the appropriate disclosure statements must be communicated appropriately.
- A Social Security number Policy for the University has been established limiting the collection, use, and distribution of Social Security numbers.
- All future in-house or third party software cannot be developed or purchased that uses SSN as the key identifier.
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