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Social Security Number

Office of Origin: Human Resources, Financial Services
Date Adopted: 11-22-05
Date Reviewed: 07-29-09
Last Date Modified & Approved: 09-23-08

Policy Statement:

It is the policy of Lake Michigan College that social security numbers obtained from employees, vendors, contractors, or others are treated as confidential information. Such numbers will be obtained, retained, used, and disposed of only for legitimate business reasons and in accordance with the law, other regulatory requirements, and this policy.

Except where the College is legally required to collect it, individuals will not be required to provide their social security number, verbally or in writing, at any point of service, nor will they be denied access to those services should they refuse to provide it. However, individuals may volunteer their social security number as an alternate means of locating a record. If a primary means of identification is unavailable, this policy does not preclude Lake Michigan College employees from using the social security number as needed during the execution of their duties.

Lake Michigan College recognizes that it collects and maintains confidential information relating to its students, employees, and individuals associated with the College and is dedicated to ensuring the privacy and proper handling of this information. The primary purpose of this policy is to ensure that the necessary procedures and awareness exists to make certain that College employees and students comply with both the letter and the spirit of the Family Educational Rights and Privacy Act and the Privacy Act of 1974. The College is guided by the following objectives:

1. Broad awareness of the confidential nature of the social security number.

2. Reduced reliance upon the social security number for identification purposes.

3. A consistent policy towards and treatment of social security numbers throughout the College.

4. Increased confidence by students and employees that social security numbers are handled in a confidential manner.

Responsibility: Vice President, Administrative Services and Special Assistant to the President; Vice President, Financial Services; Executive Dean, Student Services

References: State of Michigan Public Act 454 of 2004, Federal Privacy Act of 1974, Family Educational Rights and Privacy Act