Protection and Handling of the Social Security Number (SSN) of VA Beneficiaries and Students

Revision: June 11, 2026

Objective听

It is, at AU, always a principal rule to guarantee the protection of the identity and confidentiality of beneficiaries鈥� Social Security Number (SSN), ensuring that it is not shared with third parties and that its internal handling is carried out under strict security measures.听

Applies to all administrative, academic, and operational personnel who handle VA-beneficiary information听containing听an SSN.听

Responsible听

  1. Registrar听Office听听
  1. Administrative and VA-certifying personnel听

Procedure听

  1. Limitation of SSN use: The SSN will be used solely for strictly necessary internal purposes, such as the unique identification of the student in official records.听
  1. Restricted access: Only authorized personnel will have access to the听SSN,听through secure credentials and based on job-related听need.听
  1. No sharing with third parties: Sharing documents or information听containing听the SSN with parties external to the institution is听strictly prohibited. If an identifier is听required, the student number or another approved alternative identifier will be used.听
  1. Secure handling and storage: Documents听containing听the SSN will be stored in secure systems, with controlled access and encryption whenever possible. Physical documents will be stored in locked filing cabinets or restricted areas.听
  1. Redaction or encryption: When sharing information with authorized third parties, the SSN must be removed or encrypted (for example, leaving only the last four digits visible). Example: XWK-YZ-1234听
  1. Training and awareness: Personnel will receive annual training on data protection and proper SSN handling.听
  1. Oversight and audit: Periodic audits will be conducted to verify compliance with these measures.听

Supporting Documentation听

  • Updated听privacy and data protection policy.听听听
  • SSN use policy (Institutional Catalog).听
  • Evidence听of securely using the SSN for VA site visits, using the provided link and an official as听required.听