Use of Social Security Numbers

Administrative Procedure 5.503

To protect their personal information, Elgin Community College will not use Social Security numbers to identify employees. That means the College will not:  

  • Publicly post or display employees' Social Security Numbers.
  • Print Social Security Numbers on any card employees need to access products or services.
  • Require employees to transmit their Social Security Number over the Internet, unless the connection is secure, or the Social Security number is encrypted.
  • Require employees to use their Social Security Number to access an Internet website, unless a password or unique personal identification number or another authentication device is also required to access the Internet website.
  • Print Social Security Numbers on any materials that are mailed to employees unless state or federal law requires the Social Security number to be on the document that is mailed.  

If ECC has used employees' Social Security Numbers in the past in a way that this Administrative Procedure now prohibits, the College will continue to do so provided that:  

  1. The use of the Social Security Number is continuous. If the use is stopped for any reason, the conditions listed above will apply.
  2. Employees are sent an annual message informing them that they have the right to stop the use of their Social Security Number in a way that is prohibited by this Administrative Procedure.  

Upon the receipt of a written request, ECC will discontinue its use of an employee's Social Security Number in a manner prohibited by this Administrative Procedure within 30 days. ECC will not retaliate in any way against an employee who requests that his or her Social Security Number not be used in a prohibited way.  

Employees will not be charged for requesting that ECC stop using their Social Security numbers in a prohibited way, nor will employees be retaliated against in any way.   

ECC will continue to collect, use, or release Social Security Numbers as required by state or federal law, and may use Social Security Numbers for its own legitimate identification or authorization purposes.  

Employees who have questions about this Administrative Procedure or believe their Social Security Number has been used inappropriately by ECC should contact the Chief Human Resource Officer.  

This policy was last reviewed on 05/17/2024.

Print Page