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6.78 Social Security Numbers

6.78 Social Security Numbers

Chapter 6.00: Personnel

6.78*

SOCIAL SECURITY NUMBERS

POLICY

I. Collection

A. Social security numbers shall be collected only when allowed by law or when

necessary for the performance of the school system’s duties.

B. The District shall collect the social security number of each applicant and employee for the following reasons:

1. Identification and verification;

2. Benefit processing;

3. Data collection;

4. Tax reporting; and

5. Criminal background checks.

C. The District may also use the social security number for search purposes.

II. Notification

A. Applicants for employment and employees shall be notified of the requirement for providing their social security number prior to the time of the completion and submission of the application for employment, the submission of their recommendation for employment to the School Board and the purposes for which an applicant/employee’s number will be used.

B. Students and their parents shall be notified that they will be asked to provide their social security number at the time of enrollment; however, students and their parents shall also be notified that a student is not required to provide a social security number as a condition of enrollment or graduation. Furthermore, student social security numbers will be used for the purposes above stated.

III. Review

The Superintendent shall review the collection of social security numbers to ensure that the reasons for collection and the process for collection and maintenance are consistent with Florida Statutes. The Superintendent shall report his/her findings as required by law.

IV. Confidentiality

A social security number shall be considered confidential and exempt from public inspection in accordance with Florida Statutes. Social security numbers may be disclosed to another agency or governmental entity if it is necessary for the receiving entity to perform its responsibilities.

V. Release to Commercial Entities

A. Social security numbers may be released to a commercial entity as allowed by law.

The commercial entity must state the reason for requesting the social security numbers. Release of social security numbers shall be processed as required by F.S.

119.071(5).

B. The District, as required by law, shall annually report the identity of all commercial entities that have requested social security numbers during the preceding year and the reasons for the requests. If no requests have been received during the preceding year, the District shall report that information.

STATUTORY AUTHORITY: 1001.41, 1001.42, 1012.23, F.S.

LAWS IMPLEMENTED: 119.071, 1001.43, 1012.23, F.S

STATE BOARD OF EDUCATION RULES:

HISTORY: Adopted: 04/20/2010

Revision Date(s):

Formerly: New

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