Bainbridge College Student Identification (ID) Information
Bainbridge College students are required to have their student I.D.s in their possession while on campus. The issue that forced the implementation of this rule was campus security. By complying with this rule, you will help your school administrators and officials provide a safe and comfortable environment on campus. Please show your I.D. when asked by a school official. If for some reason you do not have your student I.D. in your possession, you may be asked to leave campus. Please support us in this important effort.
Each new Bainbridge College student, at the time of registration, will be asked to have an I.D. made free of charge. The Student Affairs' staff will be making these I.D.s in the Student Center during the first three weeks of the semester. Only one I.D. will be issued to each student during their stay at the College. During this same period, returning students will be asked to bring their I.D.s to the Student Center to have them validated. This process, which only takes a few minutes, will allow our staff to place a sticker on the I.D. showing that they are enrolled for the current semester.
The dates and times that I.D.s will be taken and/or validated will be posted in the Student Center.
There will be a $10 replacement fee charged to replace any lost, stolen, or destroyed student I.D. Additionally, there will be a $5 late fee charged to validate a student I.D. after the third week of the semester.
Students are required to present a copy of their class schedule prior to having an I.D. made. No exceptions!
Bainbridge College Student I.D. Schedule
- 8:00 AM - 5:00 PM Daily
Students are required to present a copy of their class schedule prior to having an I.D. made. No exceptions!
Student I.D. Benefits
- Your valid student I.D. card will serve as your library card. Please take your I.D. to the library and have a bar code placed on the back of your I.D. card.
- Serves as an admission ticket to all student activity shows and events.
- You must present your student I.D. when picking up your financial aid refund check in the Business Office.
- Cash a personal check on campus ($15 limit) using your student I.D. This service is provided through our Business Office and Bookstore.
BC Social Security Number Policy (Approval Pending)
I. Purpose
This policy addresses the requirements of the Federal Privacy Act of 1974 and amendments, regarding requests by the Institute for Social Security Numbers (SSN) and provides guidelines for policy and procedures on the proper use and disclosure of the SSN to ensure that the Federal Privacy Act requirements are met.
II. Background
The Federal Privacy Act of 1974 and amendments establish guidelines under which any state agency may request Social Security Number from individuals. Individuals may not be required to give their SSN unless specific to a Federal or State statute. Agencies may not deny any right, benefit or privilege to any individual because of their refusal to disclose their SSN. It is incumbent on the Institute to inform the individual whether the disclosure is mandatory or voluntary, by what statute or other authority, and what uses will be made of the Social Security Number. (Reference A)
The Social Security Number was not designed to serve as a universal identification mechanism. Casual use of the SSN has led to the escalation of the crime of identity theft. With the SSN accessible to so many people, it is possible for someone to fraudulently use an individual's Social Security Number to assume another identify and gain access to financial and other personal information, risking an individual's personal credit and confidentiality. For many years, SSN has been used as an identification number in many computer systems; giving access to private information and allowing an easy way to link database information. Federal Privacy Act compliance serves as a deterrent to identity theft and its consequences. It is the intent of the Institute to take the necessary precautions to protect the identity of all of its constituents.
III. Collection and Release of the Social Security Number
Student
The Board of Regents (BOR) supports the use of alternate identifiers for students as indicated below in the BOR policy manual.
“The social security number shall be required from all entering students for a permanent and lasting record. When possible, an alternative number will be assigned and used by institutions for all purposes, which do not require the social security number. In no event shall grades be posted by using the social security number. The University System of Georgia is dedicated to insuring the privacy and proper handling of confidential information pertaining to students and employees.”
BBC will request that a student provide a Social Security Number at the time of application to the Institute. The Social Security Number will not be used as the student ID number but will be provided to entities requiring Social Security Number, including but not limited to the federal government for financial aid and Tax Relief Act (1997) reporting, Immigration and Naturalization Service, Board of Regents of the University System of Georgia for statistical reporting purposes and as required by court order in accordance with the Family Educational Rights and Privacy Act.
Employee
BC will require that an employee provide a Social Security Number at the time of employment. The Social Security Number will not be used as an Employee ID number for internal Institute uses, but will be provided to external entities requiring Social Security Number, including but not limited to federal, state and local governments, insurance carriers, and retirement programs. Individuals who are affiliates or vendors will be required to provide a Social Security number for mandated tax reporting purposes.
IV. Regulations
- Systems purchased or developed by BC will not use Social Security numbers as identifiers unless required by law or business necessity.
- All BC employees, students and other individuals that require an identifying number will be assigned a unique identification number that is not the same as, or derived from, the individual's Social Security number.
- Systems purchased or developed by BC will use Social Security numbers as data elements only, not as keys to databases.
- Systems purchased or developed by BC will not display Social Security numbers visually, whether on computer monitors, or on printed forms or other system output, unless required by law or business necessity.
- Name and directory systems purchased or developed by BC will be tied to an individuals' unique identification number, not social security number.
- When databases require Social Security numbers, the database will automatically cross-reference between the Social Security number and other information through the use of conversion tables with systems or other mechanical mechanisms.
- NNo system or technology will be developed or purchased by BC unless it is compatible with these regulations.
Reference A
DISCLOSURE OF SOCIAL SECURITY NUMBER
Section 7 of Pub. L. 93-579 provided that: ' (a)(1) It shall be unlawful for any Federal, State or local government agency to deny to any individual any right, benefit, or privilege provided by law because of such individual's refusal to disclose his social security account number. '(2) the (The) provisions of paragraph (1) of this subsection shall not apply with respect to - '(A) any disclosure which is required by Federal statute, or '(B) the disclosure of a social security number to any Federal, State, or local agency maintaining a system of records in existence and operating before January 1, 1975, if such disclosure was required under statute or regulation adopted prior to such date to verify the identity of an individual. '(b) Any Federal, State, or local government agency which requests an individual to disclose his social security account number shall inform that individual whether that disclosure is mandatory or voluntary, by what statutory or other authority such number is solicited, and what uses will be made of it.'
Bainbridge College SSN Disclosure Statement
Student
Federal law recognizes the student's Social Security number (SSN) as personally identifiable information under the Family Education Rights and Privacy Act of 1974 (FERPA). However, the law allows Bainbridge College to request and to use this information in compliance with state and federal guidelines. While you are not required to provide your SSN to be considered for admission to Bainbridge College, you are strongly encouraged to do so, if you have one. Providing a SSN will speed up matching of materials such as transcripts and test scores with your application. A SSN is required if you are applying for financial aid for federal tax benefits, or for employment; it may be required for other purposes. The information may be disclosed only under certain circumstances, including the following:
- to other institutional officials;
- to representatives of state and local educational authorities;
- in connection with financial aid;
- for research purposes to improve instruction;
- to collection agents in connection with university-related business;
- pursuant to an order from a court of law;
- other circumstances as required by state or federal law.
Bainbridge College is committed to ensuring the privacy and confidentiality of student records.
Employees & Affiliates
SSN required on HR forms for employees:
Federal tax regulations require us to obtain a SSN from every employee who is paid
compensation. Employee Social Security numbers are maintained and used by the University
for payroll and benefits purposes, to verify employment history, and are reported
to Federal and state agencies on forms required by law or for benefits purposes.
Except as mandated by law or as required by the Board of Regents of the University
System of Georgia or as required for benefit purposes, the University will not disclose
an employee's SSN to anyone outside the University without the employee's
consent. Failure to provide a SSN may result in the withdrawal of an offer of employment
and/or the denial of benefits. Bainbridge College is working to minimize the use
of Social Security numbers within its business processes. For more information please
refer to the Bainbridge College Social Security number policy.
SSN required by third party form (such as benefit form):
At times the University may provide you with forms on the behalf of benefit providers
and other organizations. Many of these forms require your Social Security number.
Private companies are within their rights to require your SSN in order to provide
the requested service. These services typically include but are not limited to health
and life insurance, retirement benefits, and employment verification. In addition,
many State and Federal forms will also request your SSN. In addition to tax and
other compensation-related forms these may include background checks for security
sensitive positions, Board of Regents reports, and immigration-related documents
among others. If you feel one of these third parties has misused your SSN, please
refer the matter to the Human Resources Coordinator as well as the party in question.
How does the BCID impact me?
Overview
The Bainbridge College Identification Number, or BCID, serves as a unique identifier for each individual in the BC community, replacing the use of Social Security numbers to identify BC constituents. The unique BCID is assigned at the beginning of an individual's association with the College. The BCID is used across all systems, applications, and many business processes throughout the lifetime of an individual's relationship with the College. For instance, an individual may start out as a student, return a few years later as a consultant, decide to pursue additional study, and return again years later as a faculty member. Regardless of the association or relationship that individual has with BC, he/she will have and use the same BCID.
Creating new unique Bainbridge College Identification Numbers eliminates using SSNs as the key identifier in administrative systems and applications and addresses two critical issues. The BCID provides campus-wide continuity in identifying all constituents regardless of their association with BC. By eliminating the SSN as the key identifier in automated systems, BC is taking an important step in reducing the risk of identity theft for the BC community.
On October 20, 2006, the Bainbridge College Identification Number, known as BCID, will be assigned to all current BC students, faculty, staff, affiliates, and associates.
A new student will be assigned a BCID when his/her application is received. When accepted, the student will use this number as his/her “key” for all administrative transactions, activities and services provided by BC.
The Office of Admissions and Records and the Office of Human Resources will issue BCID numbers as appropriate. The assignment of a BCID only constitutes authorization that this individual is eligible for services appropriate to the type of relationship they have with the College.
Current employees with Bainbridge College ID Cards will need to have their ID Card reissued. All Bainbridge College ID Cards will have the BCID printed on the front of the card.
Faculty/Staff Impact
On October 20, 2006, BC will move from identifying faculty and staff members by their Social Security numbers or other '@' type identifiers to using a unique identifier called the BCID to help protect individual privacy and confidentiality. This change in business practices is the result of a College policy governing the use of Social Security numbers.
Information for Current Faculty and Staff Members
You will automatically be assigned a BCID as part of the conversion.
All employees are assigned an Employee ID (emplid) when they are hired. This identifier is mainly used for processing within the PeopleSoft system. For this reason, your Employee ID will not change. The Employee ID will continue to be used in all Human Resource and Business Office administrative processes.
Applications, like BANNER, requiring your Social Security number for logon purposes will now accept your BCID. A BCID “lookup link” will be provided on the BANNER menu page so you can quickly find your BCID when needed.
Information for New Faculty and Staff Members
You will automatically be assigned a BCID during the hiring process. The new BCID will not replace the usage of the Employee ID (emplid) used by Human Resources and the Business Office.
Student Impact
By October 20, 2006, BC will move from identifying students by their Social Security numbers to using a unique identifier called the BCID to help protect individual privacy and confidentiality. This change in business practices is the result of a new College policy governing the use of Social Security numbers.
Information for Current Students
You will automatically be assigned a BCID as part of the conversion. This means you will to need to use your new BCID to logon to applications like BANNER and Student Evaluations. To assist with the transition to BCID, BANNER will have a “look up link” so you can look up your BCID until you have time to memorize it.
Information for Incoming & Transfer Students
You will automatically be assigned a BCID when applying for admissions at BC. Upon acceptance for enrollment you will receive your BCID.
Instead of using Social Security numbers you will need your BCID when using services provided by the following offices:
- Office of Student Activities
- Office of Admissions and Records
- Business Office
- Library
Frequently Asked Questions (FAQs)
- How do I find out my new BCID?
- Where do I go to get my new Bainbridge College ID Card?
- Do I need to obtain a new Bainbridge College ID Card, which contains the BCID?
- What number do I use to log onto BANNER?
- If I am a new student, how do I get a BCID?
- Can grades be posted using the BCID?
- How will the College use my Social Security number?
- Why do we need a SSN policy?
- How do I get a BCID for newly hired employee?
- Will the BCID impact retirement and insurance records?
- Will my BCID appear on paychecks?
- What is the difference between my Employee ID (emplid) and BCID?
- What is the College System's Board of Regents doing about the use of SSNs for all state schools?
- I still have questions!!!
Answers:
How do I find out my new BCID?
After October 20, 2006, you will be able to look up your new BCID on the BANNER menu page.
Where do I go to get my new Bainbridge College ID Card?
The Office of Student Activities will issue new Bainbridge College ID cards from 8:00am to 5:00pm, Monday through Friday, for students, faculty and staff to come have their new Bainbridge College ID Cards made.
Do I need to obtain a new Bainbridge College ID Card, which contains the BCID?
All existing Bainbridge College ID Cards will continue to be accepted on-campus with no interruption of service through December 31, 2006. BC is requiring students, faculty, staff, and affiliates to obtain a new Bainbridge College ID Card, which contains the BCID by January 31, 2007. A cardholder may come to the Office of Student Activites to receive a new Bainbridge College ID Card containing the BCID. There is no charge for the production of a new Bainbridge College ID Card. BC faculty, staff and affiliates will be required to exchange fall 2006 Bainbridge College ID cards for the new Bainbridge College ID cards.
What number do I use to log into BANNER?
You should use your BCID as your User ID for BANNER, the BC Web Access System. To assist current students and faculty, there is a BCID look-up link on the BANNER menu page.
If I am a new student, how do I get a BCID?
Effective spring semester 2007, new students will receive their BCID information from the Office of Admissions and Records.
Can grades be posted using the BCID?
No. Student information cannot be posted using "personally identifiable information" as defined in FERPA. According to federal regulations and BC policy, "Personally identifiable information" includes, but is not limited to:
- The student's name;
- The name of the student's parent or other family member;
- The address of the student or student's family;
- A personal identifier, such as the student's Social Security number or student number;
- A list of personal characteristics that would make the student's identity easily traceable; or
- Other information that would make the student's identity easily traceable.
How will the College use my Social Security number?
BC follows all legal requirements for use of SSNs. Your SSN is handled in a confidential manner, and will not be used as a record number in BC business systems. It will be used for mandated business functions such as financial aid and tax reporting to federal and state government agencies. It will also be used in conjunction with insurance and retirement programs, Board of Regents reporting, and other official College business activities as appropriate.
Why do we need a SSN policy?
In response to the growing concern by all campus constituents regarding identify
theft and the confidentiality of individual Social Security numbers (SSNs), BC established
a project team with both functional and technical campus representatives, to implement
a unique, non-SSN campus identifier for students, faculty and staff. As part of
that effort, administration has adopted a Social Security Number Policy
to clearly inform and direct campus units on the proper and improper collection
and disclosure of Social Security numbers. It is the intent of the College to take
the necessary precautions to protect the identity of all of its constituents.
It is important to note that an individual's Social Security number, where appropriately
collected, will remain a part of every individual's official records, as it
will be required for certain business and services, like payroll and student financial
aid. It is the College's intent to protect this confidential information for
all individuals by informing all constituents how the number will be used.
How do I get a BCID for newly hired employee?
Student employees will already have a BCID assigned by the Banner Student Information System. Office of Human Resources administrators will request a BCID for new faculty and staff.
Will my BCID appear on paychecks?
No. Your PeopleSoft Employee ID (emplid) will still be used in HR/Payroll and printed on your paycheck advice.
Will the BCID impact retirement and insurance records?
No. The BCID will not be used as an identifying number for reporting to retirement systems or insurance companies. It is still necessary to use SSNs for these purposes.
What is the difference between my Employee ID (emplid) and BCID?
Your Employee ID is an automatically assigned number, which identifies you in BC's PeopleSoft HR/Payroll system. The BCID is a unique number which identifies you across multiple systems at BC.
What is the College System's Board of Regents doing about the use of SSNs for all state schools?
The Board of Regents issued the document "Converting from Use of Social Security Numbers to a Unique Identifier" in December 2003. This document states:
"The College System of Georgia is committed to implementing practices and procedures to ensure the protection of confidential information, including replacing the Social Security number with a alternate student identifier.”
“Institutions should have clearly defined policies and procedures on the generation and maintenance of student identification numbers and the collection and use of the Social Security number. These policies should be developed within the governance structure of the institutions and should be included in student, faculty and employee handbooks.”
“The federal law prohibits institutions from requiring students to provide their Social Security number; however, the law does not prevent or discourage institutions from requesting and maintaining the Social Security number a part of the student record.”
“Institutions are encouraged to clearly document why the Social Security number is being requested, how and when the number will be used, and to whom it can be disclosed.”
I still have questions!!!
Email any questions to: bcid@bainbridge.edu