FAQ: New Student I.D. System

1.      Question:  Why is the college assigning student identification numbers to all students? 

Answer:  State law requires the college district to issue a separate student identification number to identify students.  The student ID number will help protect the confidentiality of the students’ social security numbers (SSNs), thereby helping to protect their identity and privacy.  

2.      Question:  When will the student ID number conversion occur?  

Answer:  The conversion is planned for the weekend of July 21, 2006.   Student notification will occur
at least two weeks prior to the conversion.  Student ID cards will be issued and distributed during this period, depending on the specific plans established by each campus taskforce.

3.      Question:  Which students will be notified by mail?

Answer:  Students who were enrolled in Fall 2005 or any session/semester thereafter.

4.      Question:  What will students do if they forget their student ID number?

Answer:  Every college will provide students with a new student ID card.  Colleges are advised to print the student ID on the card.  In addition, through the beginning of the Fall 2006 semester, students will be able to enter their old student ID and their PIN on the WEB or on STEP to access their new student ID.

5.      Question:  Who will be assigned a student ID number?

Answer:   All new students and students who were enrolled since Fall 1992 in any of the colleges within the LACCD.

6.      Question: Will all current students be automatically issued a new student ID card? If so, when will this change occur? 

Answer:   No, student ID cards will be issued to students who successfully complete the registration process.  The change will occur in accordance with the planned conversion date, as stated in question 2, above.

      7.   Question:  Will students be required to provide their SSNs when they apply?
            Answer:  Colleges are required to request the social security number to be provided when students
            apply; however, students cannot be denied admission if they refuse to provide their SSNs.  Students
            who apply for financial aid must provide their SSNs. 

      8.   Question:  Who will have access to students’ SSNs? 
            Answer:   SSNs will be used in MIS reporting to the state Chancellors Office and IRS reporting.  In
            addition, departments that require collection of SSNs to meet state and/or federal requirements will
            also have access to SSNs; e.g., financial aid. 

      9.   Question:  Will students be able to change their student ID numbers? 
            Answer:   Yes, the student ID number can be changed in very rare situations when absolutely
            necessary; however, this will require a petition approved by the Vice President of Student Services.   

      10.  Question:  Will students’ ID numbers appear on their official transcripts?  Will the SSN appear?
             Answer:  Yes, the SSN and the student ID number will both appear on students’ official transcripts. 
             The use of SSNs on transcripts is not prohibited by law, since public posting of transcripts does
             not typically occur and mailed transcripts are sealed.  Unofficial transcripts will list the student ID
             number only.

      11.  Question:  How will we know the difference between the students’ SSNs and their student ID
              numbers?
             Answer:  The new student ID numbers will be a 9-digit number with no significant intelligence built in. 
             The student ID number will be prefixed by 88 to distinguish it from the SSN.  Example:  88 999 9999
             (the two eights are fixed and the nines will be a randomly generated number).

      12.    Question:  Can the college print the student ID number on the new ID cards?  

 Answer:  Yes, after the conversion, the student ID number can be printed on ID cards.  However, 
 students’ IDs may not be posted.  Therefore, instructors may not post grades using student ID number.

13.  Question: What about student electronic records that are part of a campus system?  Will they need to
  be converted?  

  Answer:  Yes, each campus is responsible for converting its own systems/applications, databases,
  and/or files.  District IT will provide a cross-reference file for the colleges to support the conversion
  effort. The district conversion file will include the SSN with the corresponding student ID number.