- How do I find out my new gswID#?
- Where do I go to get my new GSW ID Card?
-
Do I need to obtain a new GSW ID Card, which contains the gswID#?
- What number do I use to log onto RAIN?
- If I am a new student, how do I get a gswID#?
- Can grades be posted using the gswID#?
- How will the University use my Social Security number?
- Why do we need a SSN policy?
- How do I get a gswID# for newly hired employee?
- Will the gswID# impact retirement and insurance records?
- Will my gswID# appear on paychecks?
-
What is the difference between my Employee ID (emplid) and gswID#?
-
What is the University System's Board of R
egents doing about the use of SSNs
for all state schools?
Answers:
How do I find out my new gswID#?
After January 1, 2005, you will be able to look up your new gswID# on the RAIN
menu page.
Where do I go to get my new GSW ID Card?
The Office of Student Life, temporarily located in Complex III, will issue new
GSW ID cards from 8:00am to 5:00pm, Monday through Friday, for students, faculty
and staff to come have their new GSW ID Cards made.
Do I need to obtain a new GSW ID Card, which contains the gswID#?
All existing GSW ID Cards will continue to be accepted on-campus with no
interruption of service through January 1, 2005. GSW is requiring students,
faculty, staff, and affiliates to obtain a new GSW ID Card, which contains the
gswID# by January 14, 2005. A cardholder may come to the Office of Student Life,
temporarily located in Complex III, to receive a new GSW ID Card containing the
gswID#. There is no charge for the production of a new GSW ID Card. GSW faculty,
staff and affiliates will be required to exchange fall 2004 GSW ID cards for the
new GSW ID cards.
What number do I use to log into RAIN?
You should use your gswID# as your User ID for RAIN, the GSW Web Access System.
To assist current students and faculty, there is a gswID# look-up link on the
RAIN menu page.
If I am a new student, how do I get a gswID#?
Effective spring semester 2005, new students will receive their gswID#
information from either the Undergraduate or Graduate Admissions Office.
Can grades be posted using the gswID#?
No. Student information cannot be posted using "personally identifiable
information" as defined in FERPA. According to federal regulations and GSW
policy, "Personally identifiable information" includes, but is not limited to:
- The student's name;
- The name of the student's parent or other family member;
- The address of the student or student's family;
- A personal identifier, such as the student's Social Security number or student
number;
- A list of personal characteristics that would make the student's identity
easily traceable; or
- Other information that would make the student's identity easily traceable.
How will the University use my Social Security number?
GSW follows all legal requirements for use of SSNs. Your SSN is handled in a
confidential manner, and will not be used as a record number in GSW business
systems. It will be used for mandated business functions such as financial aid
and tax reporting to federal and state government agencies. It will also be used
in conjunction with insurance and retirement programs, Board of Regents
reporting, and other official University business activities as appropriate.
Why do we need a SSN policy?
In response to the growing concern by all campus constituents regarding identify
theft and the confidentiality of individual Social Security numbers (SSNs), GSW
established a project team with both functional and technical campus
representatives, to implement a unique, non-SSN campus identifier for students,
faculty and staff. As part of that effort, administration has adopted a Social
Security Number Policy to clearly inform and direct campus units on the proper
and improper collection and disclosure of Social Security numbers. It is the
intent of the University to take the necessary precautions to protect the
identity of all of its constituents.
It is important to note that an individual's Social Security number, where
appropriately collected, will remain a part of every individual's official
records, as it will be required for certain business and services, like payroll
and student financial aid. It is the University's intent to protect this
confidential information for all individuals by informing all constituents how
the number will be used.
How do I get a gswID# for newly hired employee?
Student employees will already have a gswID# assigned by the Banner Student
Information System. Office of Human Resources administrators will request a
gswID# for new faculty and staff.
Will my gswID# appear on paychecks?
No. Your PeopleSoft Employee ID (emplid) will still be used in HR/Payroll and
printed on your paycheck advice.
Will the gswID# impact retirement and insurance records?
No. The gswID# will not be used as an identifying number for reporting to
retirement systems or insurance companies. It is still necessary to use SSNs for
these purposes.
What is the difference between my Employee ID (emplid) and gswID#?
Your Employee ID is an automatically assigned number, which identifies you in
GSW's PeopleSoft HR/Payroll system. The gswID# is a unique number which
identifies you across multiple systems at GSW.
What is the University System's Board of Regents doing about the use of SSNs for
all state schools?
The Board of Regents issued the document "Converting from Use of Social Security
Numbers to a Unique Identifier" in December 2003. This document states:
"The University System of Georgia is committed to implementing practices and procedures to ensure the protection of confidential information, including replacing the Social Security number with a alternate student identifier."
"Institutions should have clearly defined policies and procedures on the generation and maintenance of student identification numbers and the collection and use of the Social Security number. These policies should be developed within the governance structure of the institutions and should be included in student, faculty and employee handbooks."
"The federal law prohibits institutions from requiring students to provide their Social Security number; however, the law does not prevent or discourage institutions from requesting and maintaining the Social Security number a part of the student record."
"Institutions are encouraged to clearly document why the Social Security number is being requested, how and when the number will be used, and to whom it can be disclosed."
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