Social Security Number Policy
Social Security Number Confidentiality and Security Policy
The policies and practices outlined below, and in the TWU University Regulation and Procedures, pertain to protecting the confidentiality of Social Security numbers are applicable to all TWU students, Faculty, and Employees.
The purpose of this policy is to provide protection and confidentiality of the use and transmission of Social Security numbers used at or by the University, in the normal course of business. References to the Social Security number mean more than four sequential digits of an individual’s Social Security number. “Documents” include all documents regardless of form (i.e., electronic, paper, microfilm, etc.) Access to Social Security numbers collected for these purposes is limited to those employees who require such access in connection with their job duties.
No one shall include a full Social Security number or any image which includes the Social Security number in any electronic transmission. For these reasons of confidentiality, any email containing a full Social Security number, regardless of whether it is incoming or outgoing, will be denied transmission in the email system.
For these security reasons, we ask everyone to redact the first five digits of the Social Security number on any email submission in which the Social Security number is included.
If it is mandatory that you submit to the Office of the Registrar any document that includes a full Social Security number, such as when updating your Social Security number with the University, you may fax your request to our office at 940-898-3097. Alternatively, you may elect to submit such documents either in person to our Denton campus office or by mailing your request and supporting documents to our office.
TWU Office of the Registrar
304 Administration Dr., Ste 130
Denton, TX 76204.
Additionally, the Registrar’s Office cannot digitally release a document containing a complete Social Security number. As such, the first 5 digits will be redacted.
More information regarding the university policy on protecting the confidentiality of Social Security numbers can be found on University Regulation and Procedure Number URP: 01.275.
Page last updated 2:57 PM, January 29, 2025