Frequently Asked Questions

What number do I use to log into Banner?

After June 1, 2004, you should use your ngcsuID# as your User ID for Banner, North Georgia College & State University Student Information System.

What is the difference between my Employee ID (emplid) and ngcsuID#?

Your Employee ID is an automatically assigned number which identifies you in NGCSU's PeopleSoft HRMS & Payroll systems. The ngcsuID# is a unique number which identifies you across multiple systems at NGCSU. After June 1, 2005, employees will be encouraged to use their ngcsuID# in lieu of the SSN on internal documentation. The Business Office in concert with IIT is developing procedures to eliminate the use of SSNs on most of the personnel paperwork. These changes will be articulated in later, campus communications and formal training sessions.

Will my ngcsuID# appear on paychecks?

No. Your PeopleSoft Employee ID will still be used in HRMS/Payroll and printed on your paycheck advice.

Will the ngcsuID# impact retirement and insurance records?

No. The ngcsuID# will not be used as an identifying number for reporting to retirement systems or insurance companies. It is still necessary to use SSNs for these purposes.

How will the institution use my Social Security number?

NGCSU follows all legal requirements for use of SSNs. Your SSN is handled in a confidential manner, and will not be used as a record number in NGCSU business systems. It will be used for mandated business functions such as tax reporting to federal and state government agencies. It will also be used in conjunction with insurance and retirement programs, Board of Regents reporting, and other official Institute business activities as appropriate.

Why do we need a SSN policy?

In response to the growing concern by all campus constituents regarding identify theft and the confidentiality of individual Social Security numbers (SSNs), NGCSU established a Task Force with both functional and technical campus representatives, to implement a unique, non-SSN campus identifier for students, faculty and staff. As part of that effort, the administration has adopted a Social Security number Policy to clearly inform and direct campus units on the proper and improper collection and disclosure of Social Security numbers. It is the intent of NGCSU to take the necessary precautions to protect the identity of all of its constituents.

It is important to note that an individual's Social Security number, where appropriately collected, will remain a part of every individual's official records, as it will be required for certain business and services, like payroll and student financial aid. It is NGCSU's intent to protect this confidential information for all individuals by informing all constituents how the number will be used. Please see the NGCSU policy in regards to Safeguarding Confidential Financial Information.

If I am a new student, how do I get a ngcsuID#?

All students admitted after Spring 2004 drop/add will be assigned an ngcsuID# automatically. This information will be communicated by the Admissions Office.

How do I get a ngcsuID# for a newly hired employee?

Student employees will already have a ngcsuID# assigned by the Banner Student Information System. Human Resources will enter all employees into Banner, and an ngcsuID# will be generated. New employees will receive their number from IIT when they complete their application for network access. The number will be printed on the front of the NGCSU ID Card issued by the Director of the Student Center.

What is the University System's Board of Regents doing about the use of SSNs for all state schools?

The Board of Regents issued the document "Protecting Student Identity - Principles for Good Practice" in August 2002. This document states:

"Currently many institutions, under Board of Regents policies and procedures use the Social Security number as the primary student identification number. Beginning Summer 2003, institutions are encouraged to implement the necessary business practices and procedures to replace the use of the Social Security number as the primary student identification numbers. USG institutions will be expected to continue requesting and maintaining the Social Security number as part of the student record. It is anticipated all USG institutions will complete the transition by 2005.”

“Institutions should have clearly defined policies and procedures on the generation and maintenance of student identification numbers and the collection and use of the Social Security number. These policies should be developed within the governance structure of the institutions and should be included in student, faculty and employee handbooks.”

“The federal law prohibits institutions from requiring students to provide their Social Security number; however, the law does not prevent or discourage institutions from requesting and maintaining the Social Security number a part of the student record.”

“Institutions are encouraged to clearly document why the Social Security number is being requested, how and when the number will be used, and to whom it can be disclosed. A statement should be printed on the admission application and in the student handbook."

Do I need to obtain a new ID Card, which contains the ngcsuID#?

Yes, the NGCSU ID contains information that allows students and staff access to services on campus (Dining Hall, Wellness Center, Writing Center, etc.) The office of the Director of the Student Center issues NGCSU IDs. Information about the issuance of new ids will be communicated Spring semester.

Can grades be posted using the ngcsuID#?

No. Student information cannot be posted using "personally identifiable information" as defined in FERPA. According to federal regulations, "Personally identifiable information" includes, but is not limited to:

• The student's name;
• The name of the student's parent or other family member;
• The address of the student or student's family;
• A personal identifier, such as the student's social security number or student number ;
• A list of personal characteristics that would make the student's identity easily traceable; or
• Other information that would make the student's identity easily traceable.