University moves to eliminate Social Security number-based IDs

As part of a broader effort to protect the privacy and personal data of members of the campus community, UW–Madison will phase out any remaining Social Security number (SSN)-based photo identification cards for faculty and staff.

Approximately 8,000 faculty and staff members still hold outdated, SSN-based ID cards. The university has asked these individuals on multiple occasions to trade those cards for new, non-SSN cards. The requests have resulted in some changeover, but not 100 percent compliance.

As a result, the university will invalidate all SSN-based ID cards after April 15. All affected faculty and staff will receive letters from Chancellor John Wiley to provide complete details of the replacement process.

SSN-based card holders can receive a free replacement by presenting their current ID card at the Photo ID office in the lower level of Union South between the hours of 8 a.m.–4:15 p.m. To make the process easier, Photo ID will extend its hours of operation this month to 7:30 a.m.–6 p.m. on Tuesdays and Thursdays.

Cardholders must bring in their current ID card and photo identification to avoid a $15 lost card fee. Old cards may be retained by the user, but will be marked invalid.

In the event that an employee does not use the ID card, but relies on the card number to use computer-based UW Libraries services, he or she may contact Mike Majerus at 262-3806 to obtain a new campus ID number.

For more details on the conversion process, visit Invalidating UW–Madison SSN-based Photo ID Cards. For hours and Photo ID office location information, visit the Photo ID Office or call 262-3258.

The recent SSN exposure of 205 faculty and staff members as a result of their use of the outdated cards for purchases on a Web site of the DoIT Tech Store has brought the issue of privacy and SSN ID cards to the forefront, says Ron Kraemer, chief information officer.

UW–Madison was in the process of invalidating SSN-based cards by the end of spring semester, but decided to accelerate that process.

Campus will also initiate a review of all information security processes. This work will be led by an Information Safeguarding Task Force that will set guidelines for policy, education, and information handling that will fundamentally change how the campus manages our most precious data.

For more information, visit the Office of Campus Information Security.