Training Available: Social Security Numbers and Student Records

image of card with SSN

The Office of the Registrar in partnership with the Office of the CISO is pleased to announce the availability of a new online training module for UW faculty and staff. This brief training module (15 minutes) illustrates best practices for handling records that contain Social Security Number (SSN) information.

The Office of the Registrar is currently pursuing methods of limiting the use of SSNs from electronic student records and transcripts to better enhance the privacy of student data.

Information covered in the online training module includes:

  • Legacy use of SSNs at UW
  • SSN security incidents in higher education
  • Steps to securing SSNs
  • Approved uses of SSNs at UW
  • Information on reporting an incident

Access the training from the Office of the CISO site here:

Do you have ideas about other training you would like to see offered for Faculty and Staff? Let us know here:


Historical data now available on Student Degree Information report


If you are a staff or faculty member with accesses to the Enterprise Data Warehouse (EDW), you might have run the online Student Degree Information report.

This report displays students who have applied for and/or been granted a degree and their contact information, as well as other demographic and academic information. Report filters include degree quarter, college, department, degree status, and various demograhic information.

Changes and Benefits

Previously, the Student Degree information report displayed only current and future quarters in which a degree application exists, as well as the past four quarters. As of February 17, 2012 we are pleased to announce that the report now also includes the ability to select up to ten years of past quarter information. (Note: This report can take a while to run depending the number of degree programs and quarters the user selects. Please be as conservative as possible in your selections so as not to bog down the system).

Collaboration is key

The addition of historical information to this report could not have been possible without the hard work and dedication of several departments working together. We would like to acknowledge the following offices and individuals for successfully implementing this important change:

  • Advising community: Crystal Eney, Brooke Miller
  • Decision Support Services:  Alexis Chin, Eric Elkins, Gordy Moll, Ann Wunderlin
  • Office of the Registrar: Randy Byers
  • Planning and Budgeting: Alice Few
  • Student Information Systems: Laurel Cheap


For question about using this academic report and others contact the Office of the Registrar at