Campus Community Ad Hoc Meeting
SSN Validation Pop-Up

September 15, 2014

1:00pm – 1:54pm

Roll Call:
*Voting Members
Present: Chelsea Larson*, Rhonda Kitch*, Karen Erickson*, Katie Nettell*, Charlene Stenson*, Becky Lang*, Betty Schumacher*

Absent: Sandy Fried*

Campus Solutions:
Thomas McNaughton, Heather Hoyt, Mary Bergstrom, Janie Adam, Sheri Gilbertson, Ralph Tinjum, Acey Olson, Mick Pytlik

Others:
Mary Eisenbraun, Tess Gierke, Kaylene Peterson, Janelle Kilgore, Lisa H

Tom gave a background on where the initial request originated

  • There was a need to validate SSN because of proposed IRS 1098-T fines
  • Fines were proposed by the IRS in September 2013 for tax year 2011
  • Campuses were required to document their due diligence of SSN solicitation in order to avoid penalty assessment.
  • The IRS did not assess any penalties for 2011 but have issued proposed fines now for 2012
  • Tom included CC minutes and discussions from other user group’s approvals that were sent to the CC user group members

Tom discussed the development

  • Students will log in and be prompted to validate their SSN.
  • Students can enter a number, click OK and be complete with the process.
  • They will also be able to click “cancel” and go about their intended business
  • The student will be prompted to validate every time they log in until the validation is complete
  • If an SSN is entered that does not match what is in the system, message will appear with verbiage from the Student Finance User group about what process to follow
  • An audit trail will be used to show the IRS that there was an effort made to collect/correct SSNs.

Mick – User group’s role is to advise Tom/Campus Community

  • The Campus Community user group is different, holds representatives from all modules, not necessarily all campuses hold place in the discussions.
  • The user group members (CC) should take back the discussions to everyone form their module/campus

UND asked why the aggressive approach is being taken verify SSN for everyone instead those missing SSNs

  • Mary E finds that other campuses are changing SSN without valid documentation and this would help with verifying the proper SSN in the system
  • BSC requires SSN card and driver’s license to prove a change, not all schools may follow that practice
  • We do not know when an invalid number is present in the system because they are entered as a “valid” number
  • Concern about the extra work it might put on offices with students entering an incorrect number just to pass by the message.

Lisa requested this DR go back to the user groups to be voted on. Tom said the user groups reviewed the proposal and approved.

  • Mary E noted that users have the ability to test/give feedback before the project moves forward to PROD.
  • Janelle questioned the possibility of the student changing from a correct to incorrect SSN
  • Mick and Tom stated that no information will be changed/updated
  • Rhonda addressed concerns about students not being able to validate because they do not know their SSN
  • Tom said they will have a chance to cancel the prompt and come back to it again
  • Karen added that BSC is in favor for full validation because they can already easily identify the missing numbers and that is only a small portion of the puzzle. There is currently no way to identify those who have an invalid SSN.

Difference in some modules is that neither CC, ADM, SR nor FA give the written Service Request before a vote, and SF shares Service Request prior to voting and moving forward with a Development Request. In addition CC has requests that come from the board office that don’t need/require approval from the user groups.

Vote called to move forward with the DR including a change to begin with missing SSNs:

Charlene (VCSU) – Yes

Karen (BSC) – Yes, per discussions held in FUG and NDACRAO

Sandy (BSC) – Yes, per written response sent to Tom

Rhonda (NDSU) – Yes, with change to begin with missing SSN only

Katie N (LRSC) – No, take back to user group

Betty (VCSU) – Yes, with change to begin with missing SSN only

Chelsea (UND) – No, take back to user group

Becky (LRSC) – Yes, as approved

Vote confirmed 6-2. Move forward with only validating missing SSN, DR was sent out again.