UW-Madison SSN-based Photo ID Cards have been Invalidated

As of April 15, 2008, all UW ID numbers that were based on the owner's Social Security Number (SSN) were invalidated. UW ID cards with the old number are no longer accepted as proof that the card holder is an active member of the UW-Madison faculty, staff and student community.

Last November, UW-Madison experienced a data exposure for about 200 individuals who were all still using old SSN-based ID cards. Barely a week passes when we do not hear of other exposures at peer institutions and government agencies. The State Assembly adopted Wisconsin State Statute 36.11(35), offering stark guidance for those who handle personal information on behalf of Wisconsin residents. The best way to reduce the possibility is to eliminate multiple uses of SSNs, especially outdated ID cards. The CIO office led the project to quickly eliminate SSN-based photo ID cards for all UW-Madison faculty and staff. A letter was sent in March to all those who have SSN-based ID cards advising them to take immediate action to acquire new ID cards that do not contain an SSN. Individuals were asked to switch to a non-SSN card several times over the past few years, which resulted in some changeover, but not 100 percent compliance.

A list of Frequently Asked Questions (FAQ) is noted below. An article on this topic was also distributed to the campus in February. If you have additional questions or concerns, please do not hesitate to send them to me through the Feedback link below.

Ron Kraemer, CIO

Letter from Chancellor

From: Chancellor John Wiley, chancellor@news.wisc.edu
Subject: Important information about your campus ID-do not delete

Please read this message in its entirety.

UW-Madison is making a significant change in how it uses and accepts Campus ID cards, and failure to take the actions recommended below will result in a loss of your ability to use important services, such as access to Recreational Sports facilities, Libraries and computer labs.

The university is making this change in order to protect against inadvertent exposures of personal Social Security information.

You have been identified as someone who holds a Social Security Number-based Campus ID card. UW-Madison has sent you several messages in the past several years requesting that you replace your card, but you have not yet done so.

UW-Madison is invalidating your current Campus ID card after April 15.

To receive a free replacement ahead of that date, you must visit 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 receive a new ID at no cost. 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.

You must bring in your current ID card, and photo identification to avoid a $15 lost card fee. Old cards may be retained, but will be marked invalid.

For complete hours, additional details and location information, visit http://www.union.wisc.edu/photoid/ or call (608) 262-3258.

I apologize in advance for this inconvenience, but we strongly believe that eliminating Social Security numbers from Campus ID cards is a critical step to protecting your privacy. If you have questions about your eligibility or this process, please see the FAQ at: http://www.cio.wisc.edu/uwIDs/

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FAQ

We should be clear that we are not only addressing those with a Photo ID but also those who are using their SSN for the campus ID. For example,

Who needs to get a new photo ID card or a new campus ID number?

  • For those with a photo ID: If your SSN is imprinted on the front of your photo ID card, you need to get a new card.
  • For those without a photo ID but are accessing services remotely: If you use your SSN, you need to call for a new campus ID number.

How do I obtain a new campus ID number if I cannot come to Madison?
Please contact Mike Majerus at 608 262-3806 or mmajerus@ohr.wisc.edu to obtain your new campus ID number.

Why are we invalidating SSN-based photo ID cards now?
UW-Madison is trying to reduce the risk of misuse of your personal information both to protect you and the university. We have been working to eliminate SSN use on photo ID cards for almost ten years and this is the final phase of that effort.

Where can I get my ID card changed?
The Photo ID Card Office is located on the lower level of Union South.

Do I need to go to Union South to get a new ID card or are there remote sites where I can get a new photo ID Card?
Union South is the only location available. We considered a few remote locations (hospital, research park, the WARF Building), but do not have the equipment and personnel to go beyond Union South.

What will happen if I didn’t get a new ID card?
Any photo ID cards that have an SSN as part of the ID Card Number are invalid for conducting university business.

What campus services use the ID Card number?
Your photo ID card is used for many campus services like parking, recreational sports, the library, and the DoIT Tech store. There may also be many other services within colleges and departments that require you to present an ID card to receive a service.

Can I keep my old ID Card?
Yes, you may keep your old ID card. The card will be modified so the printed SSN and the magnetic strip on the back cannot be read.

When is the Photo ID Cards office open?
Please check the website for the Photo ID Card office (office hours may change based on campus needs).

If I have a UW-Madison Photo ID Card, but work at UW-Extension/UW Colleges, UW System Administration, the Wisconsin State Historical Society, WARF, Alumni Association, UW Foundation, or the Hospital, do I need to get a new Photo ID Card?
If you use any UW-Madison services that require presentation of your photo ID card, you must get a photo ID card that does not display your SSN as part of the ID number.

Is there a fee for the new card?
From March through mid-April, 2008, all fees for card replacements were waived. The normal fee is now required.

If I am a student, do I need to get a new card?
Check your ID card. If your SSN is part of your ID Card number, you need to get a new photo ID card.

What should I do if I am not enrolled or employed at the university?
If you are neither a current nor emeritus staff or faculty, nor an enrolled student, you are no longer eligible for a UW ID. You may ignore instructions to obtain a new card. Instead, you should either destroy your SSN-based ID card, or keep it in a safe place. Either way, your SSN-based UW ID number will be purged from UW records after mid-April.

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