University moves to eliminate SSN-based ID cards

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

"Protecting privacy is a growing issue and challenge in our increasingly electronic world," says Ron Kraemer, UW–Madison chief information officer. "UW-Madison takes this issue extremely seriously, and this will be one of many steps we are taking in the coming months and years to safeguard our campus community."

Approximately 8,000 faculty and staff members still hold outdated, SSN-based ID cards.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 UW–Madison faculty and staff will receive a letter from Chancellor John Wiley to provide complete details of the replacement process.

Even before receiving the letter, 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, 227 N. Randall Ave. between the hours of 8 a.m.-4:15 p.m. To make this process easier, during the month of March, Photo ID will extend its hours of operation on Tuesdays and Thursdays from 7:30 a.m.-6 p.m.

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 (608) 262-3806 or mmajerus@ohr.wisc.edu to obtain a new campus ID number.

For hours and Photo ID office location information, call (608) 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The recent SSN exposure of 205 faculty and staff members as a result of their use of the outdated cards for purchases on a Web site of the DoIT Tech Store has brought the issue of privacy and SSN ID cards to the forefront, says Kraemer.

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

"This situation was a wake-up call for us to move ahead quickly in this area," says Kraemer.

The university will also initiate a review of all campus 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 sensitive data.