Notification of Social Security Number Collection and Usage

In compliance with FL Statute 119.071(5), this document serves to notify you of the purpose for the collection and usage of your Social Security Number (SSN).
Valencia Community College (Valencia) collects and uses your SSN only for the following purposes in performance of the College’s duties and responsibilities. To protect your identity, Valencia will secure your SSN from unauthorized access, strictly prohibits the release of your SSN to unauthorized parties contrary to state and federal law, and assigns you a unique student/employee identification number. This unique ID number is used for all associated employment and educational purposes at Valencia.

EMPLOYEES

Human Resources
Your SSN is used for legitimate business purposes for completing and processing the following:

• Federal I-9 (Department of Homeland Security)
• Federal W4, W2, 1099 (Internal Revenue Service)
• Federal Social Security taxes (FICA)
• Distributing Federal W2 (Internal Revenue Service)
• Unemployment Reports (FL Dept of Revenue)
• Florida Retirement Contribution reports (FL Dept of Revenue)
• Workers Comp Claims (FCCRMC and Department of Labor)
• Direct Deposit Files
• 403b contribution reports
• Group health, life and dental coverage enrollment
• Supplemental insurance deduction reports
• Work study work assignments
• Background checks

Providing your Social Security Card is a condition of employment at Valencia.

STUDENTS

Admissions
Federal legislation relating to the Hope Tax Credit requires that all postsecondary institutions report student SSN’s to the Internal Revenue Service (IRS). This IRS requirement makes it necessary for community colleges to collect the SSN of every student. A student may refuse to disclose his or her SSN to the College for this purpose, but the IRS is then authorized to fine the student in the amount of $50.00.

In addition to the federal reporting requirements, the public school system in Florida uses SSN’s as a student identifier (section 1008.386, F.S.). In a seamless K-20 system, it is beneficial for postsecondary institutions to have access to the same information for purposes of tracking and assisting students in the smooth transition form one education level to the next.

Financial Aid
A student’s SSN is required for the following financial aid purposes:
The United States Department of Education’s (USDOE) Free Application for Federal 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 to its use by USDOE as a student identifier, the SSN is required in order for the Department of Homeland Security to investigate citizenship status, for the Federal Work Study Program, and is required on all loan applications for use by the lender/servicer/guarantor.

Valencia collects a student’s SSN on certain institutional scholarship applications for student files and federal and state audit/reporting purposes.

If you are a recipient of a State of Florida grant or scholarship such as the Florida Student
Assistance Grant, Florida Work Experience or Bright Futures the State of Florida Department of Education will require the use of the SSN on their grant/scholarship disbursement website and for reporting purposes.

Library
Student, faculty, and staff Valencia ID (VID) number will be used in the libraries' patron database (LINCC) for online login authentication, patron verification, and the elimination of duplicate records.

Outreach Programs
The Bridges and College Reach-Out Programs are youth outreach (intervention) projects funded by discretionary grants from the US or FL Departments of Education. In order to verify a participant’s project eligibility, social security numbers are required and also later used when submitting information for the Annual Performance Reports due to the US or FL Departments of Education.

Workforce Programs (i.e., BANNER Center)
These programs, funded through the Agency for Workforce Innovation (AWI), use your SSN as an identifier for program enrollment and completion. Also, it is used for entering placement information into either the OSMIS or the Employ Florida Marketplace statewide data collection and reporting system. Because these are performance based contract programs, AWI requires that all participants and their program related activities be recorded in the Florida state system.

CONTRACTORS:
Valencia collects contractor SSN information in order to file the required information returns with the Internal Revenue Service, as required and authorized by federal law.

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