University of Florida Identification Numbers
UFID Home | Students | UF Software Developers | Background
UFID Frequently Asked Questions by Dept. Administrators
- Q. What is a UFID?
- A. Implemented January 21, 2003, the UFID is an eight-digit number (#### - ####) that replaces your Social Security number (SSN) as the primary way to identify you in University records and transactions. Like an SSN, no two people will have the same number and each person has only one number. The number is assigned by the University, not chosen as you would a PIN number. A UFID number is assigned for every current student and employee, many former students and employees, and others associated with the University.
Q. Why do we need to switch from using SSN to using the new UFID number?- A. The University of Florida is committed to protecting your privacy and strongly supports a growing national trend that discourages the use of Social Security numbers (SSNs) as student or employee identification numbers. Many people are concerned with the problem of identity theft and this is just one small contribution the University can make to reduce the likelihood of this occurring.
Q. Will the University continue to keep my SSN in their records?- A. Yes. Your Social Security number is still required by federal or state law for certain transactions such as payroll and financial aid. The University will continue to collect and store SSN, but it will be used in very limited cases and in more secure environments. For a short time, both SSN and UFID may be used in some cases to ensure a smooth transition.
Q. How can I find out my UFID number?- A. You can obtain your UFID number on-line at http://ufid.ufl.edu (click on the What's my UFID? logo). As a security measure, you must provide your GatorLink username and password, or SSN and birth date.
Q. When will I be required to use my new UFID number?- A. Beginning January 21, 2003, forms and transactions across campus where you normally provided your SSN, began asking for your UFID number instead. Counter staff may no longer have access to your SSN on their screens, so it will be much more difficult to look up your records if you do not know your UFID number.
Q. I log onto computer systems with my SSN, how will that change?- A. UF computer applications that previously accepted your SSN for login switched to a new logon name or UFID number. Individuals responsible for these systems or applications can provide you with information about these changes. By January 21, 2003, virtually all systems required a non-SSN login.
Q. What's the difference between GatorLink and UFID?- A. Your UFID number is used to identify who you are. Your GatorLink ID and password is used to access computer resources.
Q. Do I need a new Gator 1 Card?- A. New Gator 1 Cards, which have the UFID number printed on the front, are being issued to employees and students. If you have not already obtained a new Gator 1 Card you should do so by April 1, 2003 to ensure continued access to gated parking, libraries, computer labs, vending, Gator Dining, recreation centers, etc.-- anywhere you currently use your Gator 1 Card. Replacement cards are free if you bring your current Gator 1 Card for exchange. To find re-carding locations near you, visit the ID Card Services' web site at http://www.bsd.ufl.edu/idcard. If you need to purchase a Gator 1 Card ($10), you must go to ID Card Services' main office at the SE entrance of the HUB.
Q. What is the UF Directory I keep hearing about?- A. A campus-wide directory was created under the direction of the Information Technology Advisory Committee (ITAC)- Data Infrastructure and Administrative Computing Committee (DI&ADM). The UFID numbering system is managed through the UF Directory. This directory is the single, authoritative source for contact information about individuals. More information about the Directory Project can be found at http://www.it.ufl.edu/projects/directory. PowerPoint presentations providing an overview of the project are available at that site under the "Training" heading reached by clicking on "Directory Development."
Q. How do I get the UFID numbers for my current or past faculty, staff or students?- A. To aid units in this SSN-to-UFID conversion, Information Systems and Directory Project developers have produced application programming interfaces (APIs) that allow authorized technology developers to design software to look up individuals via a variety of identifiers, including SSN and GatorLink ID, and return UFID. An application is available via the Admin Menu system for authorized departmental staff to submit up to 500 SSNs and obtain corresponding UFID numbers for their employees and students. Access to this application (1189-UFID Group Translator) must be requested by your unit's Security Administrator. A detailed description of four options available for translating UFID to SSN (and vice versa) is available on-line at www.it.ufl.edu/ufid/developers.html.
On January 21, 2003, in addition to current students and employees, UFID numbers were assigned to any individual who attended UF since 1974 (and earlier in some cases) or anyone who has worked at UF since mid-1984. If you have records prior to these dates you should contact the UF Directory Administrator (directory@ufl.edu).
Q. How are UFID numbers assigned for new employees or students?- A. UFID numbers are assigned by authorized personnel at the first point of contact, typically the registrar's office for student applicants and the personnel office for employee applicants. A UFID number is assigned to anyone who is affiliated with the University; even applicants who later decide to attend or work someplace else. UF Directory applications are available for creating new UFID numbers and entering the individual's initial contact data. Access to these application (Manage Directory Information (1264) and Retrieve Departmental Affiliate (1266)) must be requested by your unit's Security Administrator.
Q. Who has authority to assign UFID numbers?- A. Each department or unit is able to designate a person or persons to serve as a Directory Coordinator. Directory Coordinators may serve as 'first point of contact' by adding new students, employees and others who are affiliated with the University to the Directory. This action causes a UFID number to be assigned.
Q. How can I make sure I don't assign a UFID to a person who already has one?- A. As contact information about a particular person is entered using the Add Person function, (e.g., name, date of birth, address, organization UFID, etc.) the UFID assignment software will alert you if that individual already has a UFID. Providing more contact information will make it easier to avoid duplicate entries. In addition, the University Directory Administrator will routinely check for any potential identity errors.
Q. How will the UFID work with temporary Student IDs currently assigned when someone does not have a SSN?- A. It'll work great! At the point of first contact, a UFID number will be assigned. This is a permanent number and will not change. For most students, this UFID assignment is likely to occur when the University accepts a valid application. International students must continue to work with the appropriate offices (e.g., Student Financial Affairs or International Student Services) when a valid SSN is obtained.
Q. Are UFID numbers for organizations different than UFID numbers for people?- A. Yes. Organization UFID numbers were initially set up to equal the full eight character Authority Code value (e.g., College of Medicine Dean's Office UFID is HC29-0100). This value is commonly used by, and can be obtained from, each unit's administrative staff. Organization UFID numbers will eventually be randomly assigned values consisting of both alphabetic and numeric characters. UFIDs assigned to people will continue to be restricted to numeric characters (i.e., zero through nine) as previously described.
Q. Do I have to destroy paper files or forms that have an SSN included?- A. No, you do not have to destroy hard copy files or forms. However, any forms or files used after January 20, 2003 must not contain SSN data unless prior approval has been obtained.
Q. Do I have to eliminate SSN from my old computer records?- A. Yes, you should replace SSN data with UFID numbers in all computer records. While the conversion of historical records does not require completion by January 21, 2003, you should have a plan for completing the conversion over the next few months.
Q. How do I get approval to continue using SSN data?- A. If you believe your department or unit needs to use SSN data, either permanently or for a transition period, please send a detailed justification to the University Directory Administrator at directory@ufl.edu. If your request is not approved, you will need to revise and order new forms, change computer programs, etc. It will be extremely rare for any unit to need locally-stored SSN data so very few exemptions will be granted. If your unit deals with an outside vendor that requires SSN identifiers, you may request access to SSN data for products (i.e., files or reports) sent to vendors. However, this does not mean the SSN needs to be saved locally. When creating a new UFID by adding someone to the Directory, it is appropriate to enter SSN data, but the SSN should not be retained in local records.
Q. How can I get more information about technical or policy issues?- A. The UFID web site (http://ufid.ufl.edu) contains additional information. The UF Directory Project web site (http://www.it.ufl.edu/projects/directory) contains information regarding Directory Coordinator functions and programming issues. Specific questions may be directed to the University Directory Administrator at directory@ufl.edu.
Email questions about the UFID number to ufid@ufl.edu
Email questions about the UF Directory project to directory@ufl.edu
Email questions about new Gator 1 card to ID Card Services at
dlooney@ufmail.ufl.edu or call (352) 392-8343.
