Procedure for the Collection of Social Security Numbers Associated with Student Records

The purpose of this is to outline the procedures for collecting the Social Security Number associated with a student record and assigning a substitute Social Security Number when the student does not possess a valid number.

University Policy

Title

University of North Carolina at Chapel Hill Procedure for the Collection of Social Security Numbers Associated with Student Records

Introduction

Purpose

The purpose of this is to outline the procedures for collecting the Social Security Number (SSN) associated with a student record and assigning a substitute SSN when the student does not have a valid SSN.. This procedure is associated with the University of North Carolina at Chapel Hill's ("University") Social Security Number Changes Policy.

The student SSN is used only for reporting student data, as authorized by University Counsel, to the UNC System Office of the President, for federal tax reporting, and for financial aid reporting (National Student Clearinghouse, etc). It is maintained in accordance with the University's Information Security Policy. The SSN is not directory information and is not released under the same provisions outlined in the Family Educational Rights and Privacy Act (FERPA).

Foreign students who are not permitted to work in the United States will not have an SSN, and the UNC System Office requires a substitute number be assigned.

Procedures 

Admitting offices are responsible for coordinating the collection of Social Security Numbers (SSNs) and the assignment of substitute numbers for foreign students. 

All Admitting Offices

In most cases, when a new student record is created, an SSN is collected automatically from the application. Substitute numbers may be assigned to international students as appropriate. (The UNC System Office requires the assigned number begin with “999” for reporting in the Student Data File.)

Verification

Students are prompted to verify their Social Security Number in the student information system prior to enrollment. 

Related Requirements

External Regulations

• Family Educational Rights and Privacy Act

University Policies, Standards, and Procedures

• Social Security Number Changes Policy
• Policies and Procedures Under the Family Educational Rights and Privacy Act of 1974 (“FERPA”)
• Information Security Policy

Publication Details

Issuing Officer: Associate Provost and University Registrar

Effective Date: July 23, 2026

Next Review Date: 

Additions/Revisions: Content from the previous University Policy Memorandum # 10: Collection of Social Security Numbers.