February 27, 2003

WildCARD gets a makeover

Social Security number dropped from card in favor of University ID number

By Judy Moore
WildCARD offices on the Evanston and Chicago campuses have started issuing new WildCARDs with University ID numbers in place of Social Security numbers.

Art Monge, manager of WildCARD and vending, issues a new WildCARD. Currently, there are approximately 43,000 card holders.

photo by Mary Hanlon

Those without a card to exchange because it was lost or stolen will be charged a $15 replacement fee.

“The new purple WildCARD looks the same as the old card, but the University identification number appears where the Social Security number used to appear,” said Art Monge, manager of WildCARD and Vending.

“The shorter ID number which the University uses has no association whatsoever with one’s Social Security number. We are not mandating that the more than 43,000 WildCARD holders be issued a new card, but the option is available for anyone who feels concerned about having the Social Security number on their existing card. It is a matter of personal choice to replace their existing card for one with a card having the University ID number, at no charge, unless they have lost their card or it has been stolen.”

Since switching to a new WildCARD is optional, it can be done at one’s leisure, unless it is an initial concern with the cardholder. It is suggested that WildCARD holders wait to renew their card within six to eight months of the current expiration date printed on the back of the card.

Current WildCARD owners have the option of keeping their old photo or requesting to have a new photo taken at the time of renewal at the WildCARD offices on both campuses.

Obtaining a new card has its advantages. Since Northwestern has upgraded its card production system and the related hardware with state-of-the-art equipment, the procedure is faster, the color photo is crisper and the printing is easier to read.

“In essence, the quality of the card has been enhanced,” said Monge.

According to Kathryn Tessendorf, director of Human Resources Information, existing WildCARDs will continue to work. If someone doesn’t feel the need to have a new WildCARD without a Social Security number immediately, they can continue using their existing card until it expires. Without the Social Security number displayed on the new WildCARD, there may be times that a current cardholder may be asked to provide a second identification.

“We hope that students and staff understand that this is only to protect their privacy and security,” said Tessendorf.

“Since the purchase of Human Resources Information System (HRIS) in 1994 we had been moving to get rid of Social Security numbers for identification purposes. In HRIS we use the employee ID number as the identifying number for an employee instead of a Social Security number. We brought together the managers of other University systems using Social Security numbers to discuss changing to an identity number,” said Tessendorf.

“Corporations, health insurance companies, schools and other systems have used a person’s Social Security number as an employee or student identification for years because it was unique. We are trying to help ensure that employees and students have more privacy and security.”

Suzanne Anderson, Univer-sity Registrar and the director of the Student Enterprise System (SES), said that in January 2000 when the SES student information system was implemented, the Social Security number was discontinued as a student ID number.

“The only time we use Social Security numbers is for financial aid or tax purposes,” said Anderson. “Social Security numbers are no longer used on campus documents such as class lists and grade rosters. They are no longer used to identify students because students are concerned about protecting their identity and their Social Security number. It was a very timely change when we implemented the SES system in the 1999-2000 academic year.”

The SES project was initiated prior to the year 2000 to improve student information services to the University community. It delivers applicant and student information to North-western academic staff. Students can register and access their student record, student account and financial aid information on the Web using CAESAR (Computer Assisted Electronic Student Access Route).

Betty Brugger, director of Information Technology Management Systems, said “In 1994, as the University began initiatives to replace central administrative systems, the decision was made to replace Social Security number with a different unique identifier. This has been accomplished with the implementations HRIS and SES, which are the two major systems where personal data is stored. Social Security number will not be used as an identifier in other administrative systems going forward.

“It has never been a prime identifier for financial systems, which use it internally only for certain purposes such as accounts payable and tax reporting. We are working with administrative offices to remove printing of Social Security number from reports and documents unless absolutely necessary,” Brugger said.

Northwestern’s multiple purpose one-card program, WildCARD, was developed nine years ago to provide better identification for members of the University community and to simplify use of existing services, control access, reduce handling of cash, and enhance security.

Students, faculty, staff, spouses and domestic partners of active, full-time faculty or staff, authorized contractors working within the University community, Research Park tenants, and individuals affiliated with a University department are all eligible for a WildCARD.

For more information, call Art Monge (847) 467-3135 or check the WildCARD Web site at www.univsvcs.northwestern.edu/WildCard/index.html.