What identifiers are currently used?
The University of Maryland currently uses several identifiers: University of Maryland ID (UMID), Student ID (SID), Faculty ID (FID), University ID Number (U ID), and Directory ID.

• UMID/SID/FID – a nine-digit number that usually corresponds to your Social Security Number.
• U ID Number or University ID Number – a nine-digit number that is assigned by the University to all students, faculty, staff, and affiliates/guests.
• Directory ID – an alphanumeric ID that is a maximum of 8 characters and frequently will have some characteristics of your first and last name.

What is changing and why?
For decades, the University, like most other agencies and businesses, used Social Security number (SSN) as an ID number for each individual associated with the University of Maryland community. Because the University is committed to protecting your privacy, President Mote approved the Policy on Collection Use Protection of ID Numbers on May 31, 2005, and the University has developed a plan to limit the use of Social Security Numbers and promote the use of alternate identifiers. When fully implemented, you will use a University assigned U ID Number and Directory ID when conducting business with the University. The University recognizes that many of its major systems are currently keyed to the use of social security numbers as personal identification and that the conversion of all systems will take time and resources.

Why was the UMID/PIN Login Option Removed From The Common Login?

With the rise in identity theft and the approval by President Mote of the Policy on the Collection, Use and Protection of ID Numbers, the Office of Information Technology (OIT) is leading an initiative to limit the use of SSN in software applications and educate the campus on securing sensitive data. One component was the removal of the UMID/PIN login option on the Common Login screen. On September 21, 2005, the UMID/PIN login option was removed from the Common Login screen. Your Directory ID or U ID and Directory password should now be used to login. The Common Login screen provides links for you to find your Directory ID/U ID and to change your Directory password.

What is UMID/SID/FID?
UMID (University of Maryland ID)/SID (Student ID)/FID (Faculty ID) is an ID that is used both to associate records with a person in a database and for login to many University applications. It has generally been the person’s Social Security Number but an alternate number could be assigned. Traditionally this was the primary means of identifying a person at the University.

What is U ID Number?
U ID Number is a unique 9-digit number assigned by the University, which is replacing your Social Security Number as the primary way to identify you in University records and transactions. Your number is never reused and stays with you for life. Every student, faculty member, staff, and affiliate has a U ID Number assigned to him/her. U ID Number will be used to link database records for a person, to provide an alternate means of communicating with a person, to provide an alternate means of sending data electronically, and to provide an alternate means to login to University systems.

What is Directory ID?
A Directory ID is an alphanumeric value that defines a user identity for many services and IT resources at the University. It defines the user’s email address and may be used, in combination with a password, to log into University systems. The Directory ID is limited to 8 characters/numbers and is generally the first initial and part of the last name of an individual. The Directory ID is available for reuse 12 months after a faculty member, staff or affiliate is no longer actively affiliated with the University. Beginning May 2005, registered students who leave the University can keep their Directory ID for an extended period of time. In the past, Directory ID was sometimes referred to as LDAP ID.

What's the difference between U ID Number and Directory ID?
Directory ID is generally shorter and easier to remember than the U ID Number. It can be used in conjunction with a Directory password to access systems while you are an active student or employee. After you have left the University, your Directory ID can be reused, depending on your status, but your U ID Number stays with you for life. Directory ID is alphanumeric and U ID Number is numeric.

What University systems use U ID Number?
The Payroll/Human Resources System (PHR) currently uses U ID Number as the primary identifier for a person. The Student Information System uses U ID Number as an alternate ID. Over time, other University systems will use U ID Number as the primary identifier. University offices will start to request U ID Number from a student, faculty or staff member in lieu of SSN when handling inquiries and requests.

What University systems use Directory ID?
Many University systems (e.g. ARES, TESTUDO, Web CT, mail@umd.edu) already include the Directory ID as one means for authentication, thus providing a unified method of authentication and fewer Ids and passwords for users to remember. Over time, other University systems will change to use this methodology. University offices may also start to request Directory ID from a student, faculty or staff member in lieu of SSN when handling inquiries and requests.

When is my U ID Number assigned?
Faculty, Staff, and Affiliates – A U ID is assigned to faculty, staff, and affiliates when the sponsoring department creates a record in the Payroll/Human Resources System (PHR). U ID Numbers have already been assigned to current employees.
Students – A U ID is assigned to students when a student applies for admission to the University and is entered into the Student Information System (SIS). U ID Numbers have already been assigned to applicants and currently enrolled students.

When is my Directory ID assigned?
Faculty, Staff, and Affiliates – A Directory ID is assigned 24 hours after an approved record is processed in the Payroll/Human Resource System (PHR).
Students – A Directory ID is assigned when a student has been admitted and has been sent an admission letter.

How do I find my U ID Number?
Faculty, staff, affiliates, and students can locate their U ID Number by going to the Directory. Select Search for Your University Directory ID Entry
Faculty and Staff - All faculty and staff in the Payroll/Human Resources System (PHR) can go to the Display/Update Personal Data screen (reached through the Payroll and Human Resources link off the ARES main menu or the PHR Time Entry menu) or they can ask their Department PHR person to look it up in PHR.
Affiliates can ask their Department PHR person to look up their U ID in PHR.
Students who started attending classes in Fall 2003 or later - Students who started attending classes in Fall 2003 or later can locate their U ID Number on the front of their ID card. As ID Cards are replaced, U ID Number will be printed on them.

How do I find my Directory ID?
Faculty, staff, affiliates, and students can locate their Directory ID by going to the Directory. Select Search for Your University Directory ID Entry.

Will Social Security Number still be collected?
Yes, Social Security Number (SSN) is required for employees and required as a condition of application for students. It is used for administering financial aid programs, complying with State and Federal reporting requirements, generating federal tax and financial aid reports/forms, and exchanging student data between post-secondary institutions. The University will continue to collect and store SSN, but it will be used in limited cases in more secure environments. Until all systems can be converted, both SSN and U ID Number may be used in some cases.

Every time I transact business with the University I am asked for my U ID Number. Why is that?
ID numbers are tools used to link information and data about a person. Unique numbers are more reliable than other identifiers, such as name or birth date, which may be shared by others. The ability to link information and data from a variety of sources facilitates the convenient access to goods and services that we all enjoy in our daily lives. Using U ID Number also protects your privacy by limiting the use of your Social Security Number (SSN).

Will I need a new ID Card?
All faculty, staff and students will be issued a new ID Card toward the end of the Spring 2006 semester. You must continue to use your current ID Card until May 28, 2006, when all campus systems that read the ID card, will be changed to accept the new ID Card.

How will the U ID Number work with temporary IDs currently assigned when someone does not have a SSN?
A U ID Number is created within 24 hours after the student, faculty member, staff, or affiliate is given a temporary ID.
Faculty, Staff, and Affiliates – Paid employees must apply for a Social Security Number. They should work with their department to receive information on how to apply for a SSN. As soon as the SSN is received by the employee, he/she should inform their department and a process will be initiated to update University applications to replace the temporary number with the SSN and associate it with their U ID Number.
Students – Students are required to provide their Social Security Number as a condition of application. Students holding temporary visas and working should contact the International Education Services (IES) Office for information about applying for a SSN. As soon as an SSN is received by the student, he/she should inform the Registrar’s Office so that the student’s records can be appropriately updated. Students holding temporary visas and not working will be given an alternate number.

Can I change my U ID Number?
No, your U ID Number stays with you for life and the number cannot be changed. If more than one U ID Number is assigned in error, system administrators will combine records under one U ID Number and inform you which U ID Number you should continue to use to transact business with the University.

What is the Directory I keep hearing about?
The University Directory is a key part of the information technology infrastructure that provides a framework for network-based applications to do enterprise-based authorization, authentication and person searches. The Directory contains basic person data (name, address, email address, phone, etc.) for all persons associated with the University (students, faculty, staff and affiliates).

How do I get help if I can’t locate my U ID Number or Directory ID?
Read the Directory ID Information posted on the OIT Help Desk web site. If you are still unable to obtain your U ID Number or Directory ID, contact the OIT Help Desk, (301)405-1500.

How do I get the U ID Numbers for my current or past faculty, staff or students?
Faculty, Staff, and Affiliates – U ID Numbers are available within the PHR application for any faculty, staff, or affiliate who has been or will be entered into PHR. The phased PHR data conversion occurred between 7/1/01 – 11/30/01, depending on your department. Prior to PHR, U ID Numbers were assigned to employees beginning April 1999. If an employee was hired since that date, left the University prior to the PHR implementation and is rehired, the U ID Number will appear upon entry of that person in PHR. If you need to locate information about a non-current employee who was employed prior to April 1999 you will need the Social Security Number.
Students – U ID Numbers are available on most administrative screens within SIS for any student in the current SIS database. Students in the archived SIS database do not have a U ID. If a student in the current SIS database was enrolled, left the University, and re-enrolls, the U ID Number will be displayed/available upon the student’s re-enrollment. Beginning with the Fall 2003 application cycle, students who applied for admission were assigned a U ID Number when they were admitted. If you need to locate information about a student in the archived SIS database, contact the Registrar’s Office.

Who has authority to assign U ID Numbers?
U ID Numbers are assigned automatically by entry of a person in PHR and SIS. For PHR, departmental creators, who have authority to enter appointments in PHR, initiate the assignment of U ID Number by entering the person into PHR. For SIS, U ID Number is assigned when a student submits his/her application for admission and it is processed by Undergraduate Admissions.

How can I make sure I don't assign a U ID Number to a person who already has one?
Careful input of data will help prevent the assignment of a second U ID Number. A transposed Social Security Number upon initial input of a person’s data, other data errors, or the assignment of a temporary ID in SIS and an SSN in PHR can cause multiple ID Numbers to be created. If more than one U ID Number is assigned in error, system administrators will combine records under one U ID Number and inform you which U ID Number should continue to be used. For employees, if departments are aware that a person has been assigned multiple U ID Numbers in error, contact the PHR Customer Service Center at (301) 405-7575. Also, the process that handles the assignment of U ID Number will not allow reuse of an existing U ID Number from one person to another.

Do I have to destroy paper files or forms that have an SSN included?
Forms or paper files that are required to meet Federal or State laws must not be destroyed. They should be kept in a secure location. Over time, management reports that do not require SSN must be changed to display U ID Number instead of SSN. Until a conversion is completed, paper reports should be kept in a secure location. Additionally, computer screens that display SSN, should not be left unattended. Documents that contain SSN and are no longer needed to meet Federal or State laws or are not required to transact University business should be shredded.

Do I have to eliminate SSN from my old computer records?
For OIT-supported systems, a long-term plan has been developed to convert databases from SSN to U ID. OIT has completed research of all non-OIT major applications systems on campus and their SSN usage. All computer applications, as well as paper processes must convert to use U ID. Conversion is underway in various units with many systems converting between March and May 2006.

How do I get approval to continue using SSN data?
Any service office that feels they must retain SSN because it is required by law or to transact University business may submit a request to retain SSN to the Data Policy Advisory Committee for their review and approval. This includes existing systems as well as new applications.

How can I get more information about the U ID Number initiative?
For general information on the Personal Identification Initiative, please contact Marla Bonner or Barbara Hope in the Office of Data Administration.