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Vol. XLVI, No. 37 June 21, 2001

In this issue: From the Provost and Vice President for Academic Affairs New State Law Limits Use of Social Security Numbers Purchasing Academic Regalia through Payroll Deduction From the Chair of the College Senate Curricular Items

New State Law Limits Use of Social Security Numbers New state legislation (S.6237-B/ A.9965-B, Ch. 214 L. 2000) amends the New York State Education Law to restrict the use of Social Security numbers by educational institutions, effective July 1. The general intent is to prohibit an educational institution from making a student's Social Security number publicly available. The state law duplicates some limitations already in place under FERPA, the Family Educational Rights and Privacy Act of 1974, a federal law. As a general rule, FERPA prohibits public release or display of a student's Social Security number without the student's consent. FERPA does allow disclosure of Social Security numbers in several well-defined circumstances, including to college employees if it is in the "legitimate educational interest of the student." The state law narrows use further by stating that the Social Security number cannot be used on student ID cards, in student directories or similar listings,* for posting or public listing of grades,* on class rosters, and on lists provided to instructors back to top Buffalo State's Implementation While the college was already in compliance with the first three items, programming changes were required for class rosters and instructors' lists. As of May 21, when class rosters were printed for all summer sessions, only the last five digits of students' Social Security numbers were printed. This was noted in the cover memorandum all summer faculty members received. As of July 1, only the last five digits of the Social Security number will be used on both paper and electronic versions of class rosters, grade rosters, and other lists provided to instructors. In the long term, once the SABRE Project is completed, the college will make a transition to primary student numbers assigned by the new student information system; Social Security numbers will be used as secondary numbers. back to top Continuing Use of Social Security Numbers Contrary to some articles in the press, use of Social Security numbers is still allowed or required by various statutes and therefore, will continue to be a necessary and integral part of each student's file on the student database and audit system. Complete Social Security numbers will still be available to faculty and staff on individual student records in STARS and in the Degree Audit. We anticipate that all other college uses of Social Security numbers not mentioned here will remain the same. If you have questions, call Mark Bausili, registrar, at ext. 4907. For specific questions about how the changes impact the audit, see the chart below or call Nancy Babb, assistant registrar, at ext. 3412. * Already prohibited by FERPA back to top   Selected Social Security Number Uses and Changes

Item	Change as of July 1, 2001	Former Approach/Comments
Audit commands: CHNGMAJ, CKSTU, FIND, GPASEM, LSTGRADS, LSTPOTG, PRTALL (list generation, not audits), ROSTER, RPT118, RPT207, STUID, TRANSLST	Last four or five digits displayed	Full SSN print was automatic or option
Audit rosters	Last five digits displayed	Full SSN display and print was option
Class rosters	Last five digits displayed	Full SSN was printed
Grade rosters	Last five digits displayed on all copies	Full SSN was printed on all but display copy
Lists to faculty, electronic	STARS class roster: last five digits displayed	Full SSN was displayed
Lists to faculty, paper	Test results: Last five digits will be reported on test results to instructors*	List of test results was returned to instructors with some or all of each student's SSN depending on how the student completed the form
	Ad hoc reports: Last five digits will show	Full SSN was available
Student directories	No change	College already in compliance
Student identification cards	No change	College already in compliance

*Faculty using scan forms for tests: As of July 1, 2001, please instruct students to fill in their complete Social Security numbers in the ID field. They must start in the left column (Column A). The last five digits will appear on your results sheet. back to top Purchasing Academic Regalia through Payroll Deduction Annual events at Buffalo State College, including Academic Convocation, Honors Convocation, and Commencement, afford the opportunity for faculty and staff participation in full academic regalia. These times, hallmarks of our academic year, are special for both internal and external constituencies. I'm pleased to announce a process whereby faculty and staff may purchase academic regalia through a payroll-deduction plan with the Buffalo State College Foundation Inc. Interested members of the campus community should consult with the Barnes & Noble at Buffalo State Bookstore, ext. 5509, for styles and prices. Regalia orders usually require about 10 weeks for processing. Click here for a form to establish payroll deduction. I'm pleased that this service has been made available to faculty and staff. An increase in participation in our various ceremonies will add greatly to those events. back to top   Curricular Items The following have been approved by the Senate Curriculum Committee and will be forwarded to the president for final review and approval: New Courses: EDU 528 Families and Early Childhood Programs EDU 626 Integrating the Content Areas in the Teaching of Young Children EDU 645 Teaching Strategies for Adolescents with Reading Difficulties EDU 649 Advanced Practicum in Reading FAR 352 Art and Culture of Islam FAR 353 Art and Culture of Egypt and the Near East HEW 619 Social Impact of Sport Course Revisions: ENT 371 Electric Machines FAR 354 Art and Culture of Greece FAR 355 Art and Culture of Rome FAR 356 Early Medieval Art FAR 357 Late Medieval Art New Programs: Chemistry (7–12) certification only Chemistry (7–12) with 5–6 extension, certification only Chemistry education (7–12) with 5–6 extension Master of arts, history, museum studies concentration Postbaccalaureate certification, business and marketing education Program Revisions: Business and marketing education Chemistry education (7–12) 0632 Literacy specialist, birth–6th grade Literacy specialist, 5th–12th grade Master of science, English 7–12 (secondary education) back to top

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