A1100.10 Identity Protection

 

Statement

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Shawnee Community College (“SCC”) adopts this Identity-Protection Policy pursuant to the Identity Protection Act. 5 ILCS 179/1 et seq. The Identity Protection Act requires each local and state government agency to draft, approve, and implement an Identity-Protection Policy to ensure the confidentiality and integrity of social security numbers agencies collect, maintain, and use. It is important to safeguard social security numbers (SSNs) against unauthorized access because SSNs can be used to facilitate identify theft. One way to better protect SSNs is to limit the widespread dissemination of those numbers. The Identity Protection Act was passed in part to require local and state government agencies to assess their personal information collection practices, and make necessary changes to those practices to ensure confidentiality.

 

Social Security Number Protections Pursuant to Law

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Whenever an individual is asked to provide SCC with a SSN, SCC shall provide that individual with a statement of the purposes for which SCC is collecting and using the social security number. SCC shall also provide the statement of purpose upon request. SCC’s Statement of Purpose attached to this policy.

SCC shall not:

1. Publicly post or publicly display in any manner an individual’s social security number. “Publicly post” or “publicly display” means to intentionally communicate or otherwise intentionally make available to the general public.
2. Print an individual’s social security number on any card required for the individual to access products or services provided by the person or entity.
3. Require an individual to transmit a social security number over the Internet, unless the connection is secure or the social security number is encrypted.
4. Print an individual’s social security number on any materials that are mailed to the individual, through the U.S. Postal Service, any private mail service, electronic mail, or any similar methods of delivery, unless state or federal law requires the social security number to be on the document to be mailed. SSNs may be included in applications and the administration of the Unemployment Insurance Act, any material mailed in connection with any tax administrated by the Department of Revenue, and documents sent as part of an application or enrollment process or to establish, amend, or terminate an account, contract, or policy or to confirm the accuracy of the social security number. A social security number that is permissibly mailed will not be printed, in whole or in part, on a postcard or other mailer that does not require an envelope or be visible on an envelope without the envelope having been opened.

In addition, SCC shall not:

1. Collect, use, or disclose a social security number from an individual, unless:
    a. Required to do so under state or federal law, rules, or regulations, or the collection, use, or disclosure of the social security number is otherwise necessary for the performance of SCC’s duties and responsibilities;
    b. The need and purpose for the social security number is documented before collection of social security number; and
    c. The social security number collected is relevant to the documented need and purpose.
2. Require an individual to use his or her social security number to access an Internet website.
3. Use the social security number for any purpose other than the purpose for which it was collected.

 

Requirement to redact Social Security Numbers

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SCC shall comply with the provisions of any other state law with respect to allowing the public inspection and copying of information or documents containing all or any portion of an individual’s social security number. SCC shall redact social security numbers from the information or documents before allowing the public inspection or copying of the information or documents.

When collecting social security numbers, SCC shall request each SSN in a manner that makes the SSN easily redacted if required to be released as part of a public records request. “Redact” means to alter or truncate data so that no more than five sequential digits of a social security number are accessible as part of personal information.

 

Employee Access to Social Security Numbers

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Only employees who are required to use or handle information or documents that contain SSNs will have access. All employees who have access to SSNs are trained to protect confidentiality of SSNs.

 

SHAWNEE COMMUNITY COLLEGE’S STATEMENT OF PURPOSE OF SOCIAL SECURITY NUMBERS IDENTITY-PROTECTION POLICY

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The Identity Protection Act, 5 ILCS 179/1 et seq., requires each local and state government agency to draft, approve, and implement an Identity-Protection Policy that includes a statement of the purpose or purposes for which the agency is collecting and using an individual’s social security number (SSN). This statement of purpose is being provided to you because you have been asked by Shawnee Community College to provide your SSN or because you requested a copy of this statement.

Why do we collect your social security number?

You are being asked for your SSN for one or more of the following reasons:

• Compliant mediation or investigation;
• Crime victim compensation;
• Vendor services, such as executing contracts and/or billing;
• Law enforcement investigation;
• Child support collection;
• International verification;
• Administrative services; and/or
• Employment background checks

 

What do we do with your social security number?

• We will only use your SSN for the purposes for which it was collected.
• We will not:
  • Sell, lease, loan, trade, or rent your SSN to a third party for any purposes;
  • Publicly post or publicly display your SSN;
  • Print your SSN on any card requested for you to access our services;
  • Require you to transmit your SSN over the Internet, unless the connection is secure or your SSN is encrypted; or
  • Print your SSN on any materials that are mailed to you, unless State or Federal law require that number to be on documents mailed to you, or unless we are confirming the accuracy of your SSN.

 

Questions or Complaints about this Statement or Purpose

Write to Shawnee Community College
Attn: Human Resource Officer, 8364 Shawnee College Road, Ullin, IL 62992

 

Change Log
Date	Description of Change	Governance Unit