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This page last updated April 19, 2010 12:33 PM

Frequently Asked Questions (FAQs)

  1. What number do I use to log into OSCAR?

  2. What is the difference between my Employee ID (emplid) and gtID#?

  3. Will my gtID# appear on paychecks?

  4. Will the gtID# impact retirement and insurance records?

  5. How will the Institute use my Social Security number?

  6. Why do we need a SSN policy?

  7. If I am a new student, how do I get a gtID#?

  8. How do I get a gtID# for newly hired employee?

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

  10. Do I need to obtain a new BuzzCard, which contains the gtID#?

  11. Why not use the GT Account Number (a/k/a "gt number", "gte number", "gtg number") as the unique identifier?

  12. Can grades be posted using the gtID#?

Answers:

What number do I use to log into OSCAR?

You should use your gtID# as your User ID for the OSCAR, Georgia Tech Web Access System. To assist current students and faculty during this transition period, OSCAR will accept your new gtID# as well as any previous ID# through December 31, 2003. After that date, only the gtID# will work as the User ID in OSCAR.

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

Your Employee ID is an automatically assigned number which identifies you in Georgia Tech's PeopleSoft HR/Payroll system. The gtID# is a unique number which identifies you across multiple systems at Georgia Tech.

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Will my gtID# appear on paychecks?

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

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Will the gtID# impact retirement and insurance records?

No. The gtID# 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.

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How will the Institute use my Social Security number?

Georgia Tech 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 GT 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.

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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), Georgia Tech established a project team 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, 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 number. It is the intent of the Institute 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 the Institute's intent to protect this confidential information for all individuals by informing all constituents how the number will be used.

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

Effective Summer 2003, new students will receive their gtID# information from either the Undergraduate or Graduate Admissions Office.

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

Student employees will already have a gtID# assigned by the Banner Student Information System. Authorized department administrators will request a gtID# for new faculty and staff via a new web-based gtID# Request System.

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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 all 34 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."

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Do I need to obtain a new BuzzCard, which contains the gtID#?

The BuzzCard Center is not requiring students, faculty, staff, and affiliates to obtain a new BuzzCard, which contains the gtID#. All existing BuzzCards will continue to be accepted on-campus with no interruption of service. However, a cardholder may voluntarily come to the BuzzCard Center to receive a new BuzzCard containing the gtID#. If a cardholder comes to the Card Center to receive a new card, their existing BuzzCard must be exchanged for the new card. There is no charge for the production of a new BuzzCard when the existing card is exchanged for the new card.

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Why not use the GT Account Number (a/k/a "gt number", "gte number", "gtg number") as the unique identifier?

The GT Account Number (a/k/a the "gt number", "gte number", "gtg number") refers to a computer account login (username or userid). It is also embedded within all PRISM email addresses for students, faculty, and staff. This email address appears in the "lookup" information, Georgia Tech phone book, and GT web site. Throughout the years, the GT Account Number has been re-cycled as people have left Georgia Tech. The need for a permanent number is the focus of the gtID# Project. Therefore, the gtID# must be separate from the GT Account Number. Additionally, the unique identifier must be capable of being generated and assigned to members of the Georgia Tech community who do not receive GT Account Numbers.

There were a couple of challenges that also had to be considered. The unique identifier had to work across all the major business applications in use on campus and meet system constraints. Some of the existing systems (ie BuzzCard) require that the identifier be totally numeric, containing no alpha characters. Other systems (ie Banner) require an identifier to be a specific length, such as (9) digits. These system requirements reduced our options significantly.

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Can grades be posted using the gtID#??

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.

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