CWID Is Here!
The Information Technology Division and the SIS Production Office have completed a three-year project to restrict access to Social Security Numbers (SSNs). On July 14, approximately 1,084,000 records in the SIS database were assigned a Campus Wide ID (CWID) and SSNs were moved into a protected field.
All records in SIS were assigned an eight-digit Campus-Wide ID. A CWID is a unique identifier in the OSU and A&M Regents systems, including all OSU campuses ( Stillwater , Tulsa , CHS, Oklahoma City and Okmulgee ) and our partner institutions (Northeastern Oklahoma A&M, Connors State College, Oklahoma Panhandle State University , and Langston University). Employees (including student employees) were previously assigned a CWID for use in the Human Resources (Payroll) System. Therefore, any student who had an employee record was assigned that same identifying number in SIS.
You may use an SSN to access SIS records. However, the SSN will not display on any screen. The new CWID will display where you have previously seen the SSN. If a student gives you a CWID, you may use that as you would an SSN.
1. What is the Campus-Wide ID (CWID)?
2. Why was a new ID number created?
3. When was the CWID available?
6. I already have a CWID. Did I get another one?
8. Will I need to get a new ID Card?
9. Will the CWID be printed on my ID Card?
10. How do I know what CWID was assigned to me?
11. Will I need to know my CWID?
12. Will I need to use my CWID to access Web for Students or Web for Faculty?
14. Can I use my CWID off Campus?
15. Should my department or advisor know my CWID?
1. What is the Campus-Wide ID (CWID)?
The CWID is an eight-digit number that replaces a social security number as your primary identifier in the Student Information System (SIS).
The new ID numbers are “campus wide”; therefore, only one number is assigned to you. If you are a student and also an employee, the number is the same. We've already converted the employees. Thus, a student who has an employee record already has a CWID, and we used that number when we converted the student data base to use CWID as your primary identifier.
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2. Why was a new ID number created?
The new ID numbers are used to help minimize the risk of identity theft. To accomplish that, we stopped using SSNs as ID numbers. The new ID numbers (CWIDs) are eight-digit numbers to prevent use of your SSN as an ID.
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3. When was the CWID assigned?
Friday, July 14, 2006.
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4. How was the CWID assigned?
Generally, CWIDs are assigned sequentially as students are added to the master database. Because CWIDs are also been assigned to all employees of the A&M institutions and to students at other A&M universities, there is no discernable pattern to the newly issued numbers.
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5. Who was assigned a CWID?
Every record in the SIS database (approximately 1,084,000) was assigned a CWID.
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6. I already have a CWID. Did I get another one?
No. If you have a CWID because you have a record in any of the A&M student or employee systems, the same number was assigned to your OSU records.
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7. Is the CWID a new ID Card?
No. We are only creating a new identifying number within SIS.
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8. Will I need to get a new ID Card?
No. However, if you have an old style ID card that includes your social security number, we encourage you to request a new card to reduce exposure of your SSN. Old style cards will be replaced at no charge. Contact ID Services at 432 Student Union ( Stillwater ) to have a new card issued. If your card already contains a 16-digit number, you do not need to have the card re-issued.
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9. Will the CWID be printed on my ID Card?
A 16-digit number, generally known as an “ISO Number” is printed on the card. That number is NOT your ID, it is simply the number assigned to that ID card. There is room to print the CWID on your ID card, if you choose to request a new card.
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10. How do I know what CWID was assigned to me?
Each time you login to SIS with something other than your CWID, SIS will automatically display your new CWID.
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11. Will I need to know my CWID?
It is not required. However, if you are asked for your ID number, you may prefer to use CWID. You may always use your SSN. SIS will still permit you or authorized OSU employees to find your records by use of your SSN; however, the SSN will no longer display on any screen they may view.
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12. Will I need to use my CWID to access Web for Students or Web for Faculty?
Use of your CWID for logging in is optional. You may use it. You may continue to use your SSN and PIN or O-Key ID and password to access the Web. Each time you use something other than your CWID to access the Web products, SIS will remind you that you may use CWID.
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13. What about O-Key?
O-Key is an Identity Management System. It shares data with SIS. When you activate your O-Key account, you will still be required to supply a portion of your SSN as an identifier.
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14. Can I use my CWID off Campus?
No. With the exception of the A&M Regents systems, the CWID has no meaning to anyone and will not be recognized.
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15. Should my department or advisor know my social security number?
That depends. Unless it is a requirement of their mission or function, most departments will no longer need your SSN. However, we are required to collect your social security number and maintain it in the SIS system for those departments which must use it for their regulatory reporting. For example, Financial Aid must use your SSN to report scholarships that may be subject to taxes, and the Bursar's Office must use the number when reporting your tuition credit data to the IRS.
Departments which no longer need your SSN are being encouraged to remove all SSNs from their records.
Be aware that SSNs have been used as a unique identifying number for many years. Some paper records will remain until such time as departments complete conversion of their files. It may not be possible to purge SSNs completely from some records. Any department that must retain SSNs is required to limit access to such records. All employees with access to SSNs should use care when maintaining, using or archiving such files, and properly destroy or alter forms that may contain an individual's SSN.
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