RIT
Systems and Technologies

SIRP: Frequently Asked Questions

  1. Why does the university need to do this project?
  2. What will replace the Social Security Number as identification?
  3. What will be the format of this new number?
  4. If the new number is nine digits in length, might it be the same as someone’s SSN?
  5. Will everyone get a University ID number?
  6. I’m an employee.  Will my University ID number be different from my employee number?
  7. When will I use my University ID and when will I use my employee number? 
  8. What if my University ID number is compromised?  Can I get a new one? 
  9. Will everyone in the university need to get a new ID card? 
  10. Will the new ID card be the same format as today?
  11. Will everyone need to get their picture retaken?
  12. When will the converstion take place?
  13. What systems will be down during the conversion, and how long will it take?
  14. Will I ever be asked to supply my Social Security Number at RIT again?
  15. How is the project organized, and do I have a representative?
  16. I have paper reports that display social security number. What do I do with these?
  17. Why isn’t employee number being used instead of generating a new number?
  18. There are so many numbers to remember. Why isn’t the new numbering scheme set up in a way to accommodate the employee number? remember.
  19. Will students without a social security number, including international students, that currently have a ‘999’ or ‘990’ ID number keep this number after the conversion?
  20. Will all of my pre-paid funds transfer automatically from my current card to my new card?
  21. Will students still need to provide a Social Security Number when applying for employment?When will I get my new ID card?
  22. When will I get my new ID card?
  23. What if my new ID card doesn't work after the conversion?
  24. I've heard the University ID will not be printed on the new ID cards. How will I know my UID?
  25. As part of my job, I use SSN as a unique identifier. How will this work after the conversion?
  26. What if I have a general question, and I'm not sure who to ask?
  27. When will I need to start using my new RIT ID card?
  28. What do I do with my current RIT ID card after conversion?
  29. I'm a student employee. Will I continue to enter my current badge number(s) into Kronos after the conversion?
  30. Will all new RIT ID cards have the barcode on the back of the ID card?
  31. Payable for a research participant, gifts, and other taxable payments. How will this work after conversion?
  32. What if I'm only making a payment of $5 or $10?
  33. Will alumni and retirees be assigned a University ID, and will they receive a new RIT ID card?
  34. Will alumni and retirees need to know their new University ID?
  35. What information is needed for newly hired temporary employees (e.g. Adecco) that need a University ID?

Q1: Why does the university need to do this project?

Identity theft has become a major issue in the United States and in many other countries.  Usage of SSNs in common transactions increases the chance that an SSN can be stolen, which could put a person’s identity at risk. A New York State law requiring institutions to inform people of potentially compromised SSN information will take effect on December 8, 2005, and a federal law is also under consideration.  RIT is taking this action to improve the security of the identities of all RIT students, faculty, and staff.

Q2: What will replace the Social Security Number as identification?

Social Security Number has historically been used as a unique ID number for students, faculty, and staff.  To eliminate use of the SSN except where absolutely necessary, we will create a new unique identification number:  the RIT University ID (UID) number.  The UID will replace the SSN for all (a) transactions involving student records or (b) transactions using the RIT ID card.  SSNs will still be required information within university records, but the SSN will not be used at RIT to simply identify a person.

Q3: What will be the format of this new number? 

The RIT University ID will be a nine-digit number with the format NNN00-NNNN. The nine digit format was purposely selected to minimize the impact on university systems that use SSN as an identifier today. The dash in the format NNN00-NNNN will be used for display purposes only, and will not be stored with the number itself. The purpose of the dash is to make the number easier to remember, similar to how phone numbers are formatted.

Q4: If the new number is nine digits in length, might it be the same as someone’s SSN? 

No. Positions four and five of the number will always be '00' so the UID will never match a social security number.

Q5: Will everyone get a University ID number? 

Yes, all RIT students, faculty, and staff will receive a unique University ID number.  In addition, everyone with an RIT ID card will be assigned a University ID number.  This includes alumni, retirees, contract employees, and any other individuals that have an RIT ID card.

Q6: I’m an employee.  Will my University ID number be different from my employee number?

Yes. Employee Number is a 1 to 5 digit number used by Human Resources and Payroll systems. It is a completely different number from the RIT University ID number.

Q7: When will I use my University ID and when will I use my employee number? 

The RIT University ID will replace the SSN for all (a) transactions involving student records or (b) transactions using the RIT ID card.  Employee number will still be used for employment related transactions such as the I-9 and Employee Action Forms (EAF) used by Human Resources.

Q8: What if my University ID number is compromised?  Can I get a new one? 

Yes, if your number is compromised or stolen, it will be possible to request and receive a new University ID number through the Registrar's Office.

Q9: Will everyone in the university need to get a new ID card? 

Yes, all RIT ID cards will need to be reissued.  This is because the current card contains your SSN on the barcode (front of the card) and on the magnetic stripe (back of the card).  The new card will contain the University ID number in the barcode and on the magnetic stripe, but will not contain your SSN.

Q10: Will the new ID card be the same format as today?

No. The design for the look and format of the RIT ID card is being changed. The new RIT ID card, designed by students from CIAS and Student Government, is a portrait format and incorporates the school colors of orange and brown.

Q11: Will everyone need to get their picture retaken?

No. Even with the change in format of the RIT ID card, it will not be necessary to get a new picture taken. The Registrar will be able to issue RIT ID cards using your existing photo on file. The only exception to this is if your ID card was issued prior to the year 2000.

Q12: When will the conversion take place? 

The conversion to using the new ID numbers will happen the week of May 28, 2006 through June 4, right after the end of Spring quarter. This was determined to be the best time to implement.

Q13: What systems will be down during the conversion, and how long will it take?

We expect that the major systems supported by ITS will take between 2-3 days to convert, and will be down during this conversion period. This includes SIS, STARS, and Faculty Advising. Conversion time will also be needed for Financial Aid, Admissions, Web Services and the OnBase document system.

Many other systems supported by other colleges and divisions will also need conversion time. Please check with the systems administrator or support team for these systems for more information on outage time.

Q14: Will I ever be asked to supply my Social Security Number at RIT again?

Yes. SSN will be kept on file as a part of official university records for each RIT student, faculty, and staff. SSN will also be used where absolutely required, for example when applying for financial aid.

Q15: How is the project organized, and do I have a representative?

A SIRP task force was established in the fall of 2004 to guide the university through this project. It is made up of representatives from the various divisions and departments across campus. Click here to see the SIRP Task Force membership list.

Q16: I have paper reports that display social security number. What do I do with these?

The process that generates these paper reports will need to be modified to display University ID (UID). Any existing paper reports that are no longer needed should be destroyed. Existing paper reports that must be retained should be secured in locked files and/or rooms, with authorized access only.

Q17: Why isn’t employee number being used instead of generating a new number?

The use of employee number was considered but was not a viable alternative. The RIT university ID, which is on the ID card is issued to many constituents that do not have an employee number. Additionally, it is not possible or desirable to issue employee IDs to anyone who would get an ID card.

Q18: There are so many numbers to remember. Why isn't the new numbering scheme set up in a way to accommodate the employee number?

The purpose of this project is to protect an individual’s identity by replacing SSN wherever it is used with a unique University ID (UID). A conversion process will be done to generate a unique UID that will not match any SSN. The numbering scheme for the UID was set up to retain the nine digit, numeric, format of SSN currently used by many university systems. Keeping this format reduces the numbers of changes that will be needed to these systems. Also, the nine digit, with a dash (NNN00-NNNN) was designed to make the number easier to remember.

Q19: Will students without a social security number, including international students, that currently have a ‘999’ or ‘990’ ID number keep this number after the conversion?

All students, including international students, will be assigned a University ID (UID), and will use that number as their Student ID. All current students, including international students, that have been assigned a ‘999’ or ‘990’ as their social security number, will retain that number for use only as a temporary SSN. The ‘999’ or ‘990’ number will not be their Student ID. Future students, including international students, without a social security number will not be assigned a ‘999’ or ‘990’ as their SSN. For these students the SSN will be blank.

Q20: Will all of my pre-paid funds transfer automatically from my current card to my new card?

Not necessarily. All of you food/flex funds will transfer automatically. Funds for library copying will NOT transfer automatically. You will need to go to the library to transfer copier funds from your current card to your new card.

Q21: Will students still need to provide a Social Security Number when applying for employment?

Students applying for employment will still need to fill out an I-9 form with the Student Employment Office. The I-9 does contain SSN. The hiring department will only need the University ID, they will not need to collect SSN.

Q22: When will I get my new ID card?

Faculty and Staff may pick up their new ID cards at the Registrar's Office beginning May 1, 2006. Students registered for the summer session may pick up their cards at the Registrar's Office beginning May 8, 2006. Students in RIT housing, returning for the fall quarter, will receive their new ID card at fall check-in. Students not in RIT housing, returning for fall quarter, may pick up their new ID cards at the Registrar's Office beginning August 1, 2006. Card distribution for all other RIT affiliates will be available through the Registrar's Office beginning June 1, 2006.

Q23: What if my new ID card doesn't work after the conversion?

It's best to first check with the provider of the service (e.g., Food/Flex->Food Service; Door Access->Local Administrator). If you continue to have or are not sure who to ask, contact the ITS Service Desk.

Q24: I've heard the University ID will not be printed on the new ID cards. How will I know my UID?

The University ID will not be printed on the new ID cards as an added level of security, so you will need to quickly memorize your UID. After the conversion, your University ID will be displayed on your myRIT portal site in the upper left corner. You will have the option to Display or Hide this number. For employees, the number will also be displayed in your Oracle Employee Self Service.

Q25: As part of my job, I use SSN as a unique identifier. How will this work after the conversion?

Unless you use SSN for legal, regulatory or governmental purposes, you must use the University ID as the unique identifier. Systems and reports that currently utilize SSN are being changed to accept and display UID. There are Forums scheduled for those in a service provider role that will address finding a UID when it is not available. A full ID replacement forum schedule is available at: http://www.rit.edu/its/initiatives/sirp/SIRPforums.html.

Q26: What if I have a general question, and I'm not sure who to ask?

The ITS Service Desk (5-HELP / 5-4357) can answer many questions, and can direct you to where you can find more information.

Q27: When will I need to start using my new RIT ID card?

You will need to start using your new RIT ID card beginning June 1, 2006. Until that time you will continue to use your current RIT ID card. Your current RIT ID card will no longer work for food/FLEX or building/door access after May 31, 2006.

Q28: What do I do with my current RIT ID card after conversion?

After May 31, 2006, you should securely dispose of your current RIT ID card as it contains your social security number. If you have Wallace Library funds on the card, be sure to use or transfer these funds prior to disposing of your current ID card. The Registrar's Office and ITS Service Desk will shred ID cards, on request, starting June 1, 2006.

Q29: I'm a student employee. Will I continue to enter my current badge number(s) into Kronos after the conversion?

Yes.

Q30: Will all new RIT ID cards have the barcode on the back of the ID card?

No. RIT employees that swipe their ID cards in the Kronos time clocks will have the barcode on the front of their new ID card. The Kronos equipment requires that the barcode be in a specific location on the ID cards. This location on the back of the ID card conflicts with the location of the magnetic stripes, so it must remain on the front of the ID card. Some departments have requested that all their employees have a barcode on the front of their new ID cards.

Q31: Payable for a research participant, gifts, and other taxable payments. How will this work after conversion?

You will need to collect and forward a social security number for taxable payments that go through Accounting/Accounts Payable. They will generate a 1099 and report this information to the IRS, as required.

Q32: What if I'm only making a payment of $5 or $10?

Social security number will still need to be provided. Accounting/Accounts Payable keeps a running total of all payments made under that social security number throughout the tax year. Even though your payments may be $5 or $10 at a time, they may accumulate to the IRS reporting threshold. And the individual may be receiving payments from other RIT sources that would be included in the total payments made to that social security number during the tax year.

Q33: Will alumni and retirees be assigned a University ID, and will they receive a new RIT ID card?

Everyone associated with RIT will be assigned a University ID to be used as the primary identifier at the Institute in place of the social security number. New ID cards are primarily for use on the RIT campus. Alumni and retirees may come to the Registrar's Office and request a new ID card. For security purposes, new ID cards will not be mailed and will be given only to the owner of the card.

Q34: Will alumni and retirees need to know their new University ID?

Not necessarily. When services are requested by anyone that does not know their University ID, departments and colleges at the Institute will have the ability to look up a UID using name, address and other identifying information.

Q35: What information is needed for newly hired temporary employees (e.g. Adecco) that need a University ID?

You will need to include the newly hired temporary employee's home address and date of birth in the letter that is currently provided to the Registrar's Office. The Registrar's Office will use this information to assign them a University ID.