2315

COLLECTION, USE, AND RELEASE OF SOCIAL SECURITY NUMBERS

AND OTHER PERSONAL IDENTIFYING INFORMATION

2315

3015

3015

4015

4015

6315

6015

As stated in the Code of Ethics and Standards of Conduct policy, all school system employees hold positions of public trust, are responsible for the education of students and are expected to serve as examples and role models to students.  This includes, but is not limited to, exercising due caution in collecting, maintaining, and disclosing social security numbers and other personal identifying information as described in this policy.

1.

Social security numbers shall only be collected: 

a.

for the administration of federal and state income taxes;

b.

for the application and administration of the Free and Reduced Lunch program;

c.

if the district maintained a system of records prior to January 1, 1975 and the disclosure of the social security number is required to verify the identity of an individual;

d.

if the collection of the social security number is imperative for the performance of the school system’s duties and the need has been clearly established; or

e.

if the collection and/or use of the social security number is otherwise authorized by law.

2.

Social security numbers shall only be collected upon the prior written approval by the Superintendent or designee.  Requests for collection of social security numbers must be made in writing to the superintendent or designee and must include a statement of the purpose for which the social security number will be used.

3.

The Superintendent shall develop regulations and procedures to assist employees in the proper manner for gathering, maintaining, and disclosing social security numbers, employee numbers, and other personal identifying information, such as passwords, employer taxpayer identification numbers, drivers license, state identification cards, passport numbers, checking, savings, credit card and debit card numbers, PIN codes, digital signatures, and/or other information that can be used to access an individual’s financial resources.

4.

Employees who must have access to social security numbers or other personal identifying information of employees and/or students in order to perform their essential job functions must have authorization from the Superintendent or designee to access this confidential information.  Employees who fail to follow the regulations developed by the Superintendent in regard to the handling of social security numbers, employee numbers, and other personal identifying information shall be subject to disciplinary action up to and including dismissal.

5.

The collection, use, and release of student social security numbers, personal identifying information, and other confidential records shall also be in accordance with Board Policy 6300 Maintenance, Review, and Release of Student Records.

Legal Reference:  G.S. §75-60, et..seq. G.S. §132-1.8

Adopted: June 19, 2007