Use of Social Security Number
Section 7(b) of the Privacy Act of 1974 (5 U.S.C. 522a) requires that when any Federal, State, or local government agency requests an individual to disclose his or her social security account number, that individual must also be advised whether that disclosure is mandatory or voluntary, by what statutory or other authority the number is solicited, and what use will be made of it.
Accordingly, each student is advised that disclosure of his or her social security account number (SSAN) is required as a condition for registration in any of the campuses of the University of Hawai‘i in view of the practical administrative difficulties which the University of Hawai‘i would encounter in maintaining adequate student records without the continued use of the SSAN.
The SSAN will be used to verify the identity of the student, and as a student identification number throughout the period in which the student is enrolled, or otherwise associated with the University, in order to record data accurately. As a student identification number the SSAN is used in such activities as: reconciliation of documents in order to determine residency for tuition purposes; registration and academic record-keeping; use of library materials; student affairs programs requiring verification of enrollment for the purpose of providing services; and alumni affairs.
Authority for requiring the disclosure of a student's SSAN is grounded in Section 304.2 and Section 304.4, Hawai‘i Revised Statutes as amended, which provides that the Board of Regents of the University of Hawai‘i shall have a general management and control of the affairs of the University of Hawai‘i has, for several years, consistently required the disclosure of SSAN numbers on the Common Application Form and other necessary University documents.
In addition, it should be noted that the SSAN of a parent, guardian, or spouse, of a student is also requested if the student claims residency on the basis of the residency of the parent, guardian, or spouse. A parent, guardian or spouse is advised that disclosure of his or her SSAN for the above purpose is mandatory. Failure to provide it may affect the student's admission to the University and the tuition charged the student when such student registers for classes. Parent's, guardian's or spouse's SSAN will be recorded only on the Residency Declaration itself and will not be maintained in any other system of records. Its use will be restricted to further verification of information reported on the Residency Declaration by the student and/or parent, guardian, or spouse.