Re: How do you verify SSNs and/or full names?

MSU sends the following email to students who need to provide their SSN.  We also put a registration hold on their account to motivate them to send in their documentation 😊  For the most part, this has been very successful and has been our process since early 2017.

 

Dear Bobcat,

Every month, Montana State reports your enrollment status (full-time/part-time) to the National Student Clearinghouse.  The National Student Clearinghouse then reports your enrollment status to your respective loan servicers.  This allows your loans to remain in deferment while you are attending classes.  This past month, your name showed up on a report that requires us to collect a copy of your social security card to confirm your identity with the National Student Clearinghouse to prevent any changes in your financial aid or loan deferment.

I am following up with you in writing to let you know that we will have to place a registration hold on your account that will prevent you from registering for summer and fall 2017 classes if we do not receive a copy of your social security card by 6/30/2017.

We want to protect your identity.  Please do not email your social security card to me if you can at all help it.  Please make a copy of your card and deliver the copy to the Registrar's Office in 101 Montana Hall.

 

 

From: MACRAO Listserv <MACRAO@LISTSERV.GFCMSU.EDU> On Behalf Of Barnhart, Dawn
Sent: Tuesday, April 18, 2023 3:54 PM
To: MACRAO@LISTSERV.GFCMSU.EDU
Subject: Re: How do you verify SSNs and/or full names?

 

**External Sender**

UM doesn't require it for the student's academic file, but it can sometimes (often?) be required by the Financial Aid Office.  My guess is a copy of the SSN card is only required for certain financial aid instances and for campus employment. 

 

In this case, I'm dealing with enrollment reporting for students who are not using Title IV aid at UM, but have taken T4 aid from other institutions in the past.  When we have a discrepancy (usually in name, but sometimes date of birth or SSN), we have to send proof to the NSLDS.  It's relatively few students, but enough that we need a process to meet our obligation to attempt to collect evidence of the correct information.

 

DAWN BARNHART | she, her

Associate Registrar

Student Services

 

Office of the Registrar

Aber Hall Room 619   |   32 Campus Drive, Missoula, MT   |   406-243-2997

dawn.barnhart@umontana.edu

 

University of Montana

 

From: MACRAO Listserv <MACRAO@LISTSERV.GFCMSU.EDU> On Behalf Of Helen Horn
Sent: Tuesday, April 18, 2023 11:49 AM
To: MACRAO@LISTSERV.GFCMSU.EDU
Subject: Re: How do you verify SSNs and/or full names?

 

Does anyone require a copy of the SSN for the student file?

 

 

On Tue, Apr 18, 2023 at 11:23 AM Barnhart, Dawn <dawn.barnhart@mso.umt.edu> wrote:

Hi MACRAO crew,

 

I'm required to contact a handful of students to ask them to bring a copy of their social security card and ID to the Registrar's Office.  This is to fulfill a federal enrollment reporting requirement to NSLDS that was identified during a recent audit. Unlike the Financial Aid Office, we do not yet have a system in CyberBear (self-service) to notify these students of the requirement.  We hope to do that in the future, but in the meantime, I'm starting with an email and sending a hard copy to their home address.

 

Do your campuses send a similar message to students for whom you need to verify their SSN and full name?  If so, could you please share what you send and if you send via email or hard copy letter?  My tentative message is below for reference.

 

Thanks in advance!

-Dawn

 

DAWN BARNHART | she, her

Associate Registrar

University of Montana

 

----

Hi FIRST NAME,

 

The University of Montana – Missoula is attempting to fulfill a federal enrollment reporting requirement.  You are receiving this letter because there is a discrepancy between the information on your University of Montana student record and the information in the National Student Loan Data System, otherwise known as NSLDS.

 

Code of Federal Regulations 685.309(b), 682.610(c), and 674.16(j) require the University of Montana to report your enrollment status to NSLDS.  NSLDS is the U.S. Department of Education's central database for student financial aid.  You can find a quick summary on NSLDS here: https://www.benefits.gov/benefit/4625.

 

The discrepancy prevents us from reporting your enrollment status.  To comply with these regulations, we must verify that the information on your University of Montana student record is correct.

Please bring a copy of a state-issued ID (driver's license or state ID are most common) and your Social Security Card to the Registrar's Office in 623 Aber Hall.  Both documents must reflect your current legal name.  If you are unable to come to campus, please call me or my co-Associate Registrar Troy Morgan to discuss other secure submission options.  You can reach me directly at (406)243-2997 or dawn.barnhart@umontana.edu or Troy at (406)243-2262 or troy.morgan@umontana.edu.

 

Thank you for your prompt attention to this matter and please let me know if you have questions.

 

All best,

 

DAWN BARNHART | she, her

Associate Registrar

Student Services

 

Office of the Registrar

Aber Hall Room 619   |   32 Campus Drive, Missoula, MT   |   406-243-2997

dawn.barnhart@umontana.edu

 

University of Montana

 

 

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