Welcome to Campus-Wide ID (CWID)
Welcome to the CWID web site. This site has been posted to provide
members of the Cal State Fullerton community with information about
the Campus-Wide ID project.
At the end of December 2004, the university launched Phase 1 of a
multi-stage implementation of new practices for the collection,
maintenance and dissemination of Social Security Numbers (SSNs)
in order to protect the privacy and legal rights of its students,
faculty, staff and alumni. SSNs are highly confidential and legally protected
data. As an alternate to the SSN, the university has created a unique
ID number for each member of the campus community.
Over the 2004-2005 holiday break, the campus converted both the
Student Information System (SIS+) and the Alumni Database into a Campus-Wide ID environment.
This means that Social Security Numbers (SSNs) will no longer appear
on most SIS+ or Alumni Database screens; they will be replaced with a nine digit campus-wide
ID. Only those persons authorized to access SSN will have permission
to those SIS+ or Alumni Database screens where SSN is available.
Impact on Faculty/Staff
SIS+ users may continue to search for student records using an
SSN, but a campus-wide ID number will display in place of the SSN
in the student record.
The Alumni Database cannot be searched by SSN. The Alumni Database does track SSNs, however the last 4 digits have been masked; only administrative users can see the masked SSN. Most will not be able to see even the masked SSN.
Impact on Students
In addition to their new campus-wide ID, students may continue
to use their SSN to access TITAN Online, the student portal, and
telephone registration. The telephone fee payment process will continue
to require SSN for some time until the cashiering software is converted
to campus-wide ID. At that time, students will be required to use
their campus-wide ID and not SSN to access telephone fee payment.
Communication efforts will be made to the students to announce the
existence of the campus-wide ID and to inform them of their new
assigned ID.
Impact on Alumni
Alumni may continue to use their SSN to request transcripts, join the Alumni Association, etc., but the CWID is preferred in both instances. In some cases, Alumni may still be asked for their SSN for research purposes (to find the older records on microfiche, for example). Alumni will be able to discover their CWID numbers either by logging into the Alumni Portal or by typing their SSN and last name into this secure site. (Alumni should use the last name they used as a student unless they have updated their alumni record since then.)
In a few cases, we may not be able to locate an alumnus/a in the Alumni Database. In that case, the alumnus/a should fill out the Alumni Portal registration form. The information will be encrypted and sent to Alumni Records for research, and the alumnus/a will be contacted within 10 business days.
For more information on this project, including relevant laws,
please go to the CWID
article in the October 2003 IT Download).
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