Social Security Number Collection and Usage
In compliance with Section 7 of the Federal Privacy Act of 1974, 5 U.S.C. § 552a note, and various amendments to the Social Security Act codified at 42 U.S.C. § 405, this document serves to notify you of the purpose for the collection and usage of your SSN.
North Idaho College (NIC) will only use your social security number (SSN) as needed for lawful purposes within the business of NIC and for those specific purposes identified by the Social Security Administration, the Internal Revenue Service and other state and federal regulatory agencies. The SSN will not be used in any information system as the primary identification of staff; and recognizes that the issue of identity theft is a growing problem. NIC departments that are authorized and required to collect, transmit, store or use a SSN will do so in a secure manner. Violations of this policy may result in disciplinary action up to and including discharge or dismissal in accordance with NIC rules and procedures.
NIC collects and uses your SSN only for the following purposes in performance of the College’s duties and responsibilities. To protect your identity, NIC will protect your SSN from unauthorized access, never release your SSN to unauthorized parties, and assign you a unique student identification number. This unique ID number is used for all associated employment and educational purposes at NIC.
For the student information system (MyNIC), the primary identifier for the student will be their login that they received upon application to NIC. The unique ID number assigned to all students will be used to access student education records, and for electronic and paper data systems that Identify, track and service students. Faculty and staff will require students to provide their student identification number for all transactions and not SSNs for any transactions requiring access to student records.
The NIC Admissions Department will collect student SSNs on the application for admission, which is needed for
Federal reporting requirements. However, students are assigned a student identification number, which will be used throughout campus. All SSNs are protected by FERPA and are never released to unauthorized parties. Federal legislation relating to the Hope Tax Credit requires NIC to collect the SSN of each student.
The NIC Financial Aid Office requires students to submit their SSN on various financial aid forms to coordinate
institutional, state and federal financial aid programs. The Free Application for Financial Student Aid (FAFSA) requires all applicants to report their SSN to be used for all Federal financial aid programs as a student identifier for processing and reporting. In addition, the SSN is required for the Department of Homeland Security to investigate citizenship status for the Federal Work Study Program and is required on loan applications for use by the lender/servicer/guarantor.
The NIC Student Accounts office requires students to submit their SSN prior to the processing of IRS 1098T
forms. A 1098T form is issued to all qualified students with tuition and fee expenses charged each year. Notices of missing SSNs are sent to the student via email and mail so that the processing of registration charges may
be provided to the IRS and the student by January 31st of each year. Failure to provide an SSN may result in civil penalties IRS Treasury Regulation 1.6050S-1€(4).
How to submit your SSN to NIC?
Please print, complete and submit this form to the Student Accounts Office in Lee-Kildow Hall on the NIC campus. You may submit the completed form by mail (see address below) or by fax: (208) 769-3431. Due to security reasons, we discourage any emailed forms to our office.
North Idaho College
Student Accounts Office
1000 W Garden Ave
Coeur d'Alene, ID 83854