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Use of Social Security Numbers for Organizational Management of FastLane
Summary
After an extensive study of the possible items of
information that would uniquely identify an
individual, NSF has decided to use the Social Security
Number (SSN) to identify an individual as registered user of FastLane.
Among the reasons for this decision were the possibility that
an individual can be at more than one organization, that the NSF
PI table uses SSNs to identify Principal Investigators
(PIs), that individuals' names can be changed or misspelled, and
that email addresses can be reused.
As a government agency, NSF recognizes that the requirement
for using SSN is optional and will follow all aspects of the Privacy
Act in the use of the SSN. Administrative users at the organizations
who may have access to individuals' SSNs must be aware that within
the FastLane project, no SSN will be displayed as a part of a
printed report and the SSN will be shown in screens on the FastLane
only where necessary for verification purposes. When an organization
registers with NSF to be a FastLane organization, the primary organization
user will be given detailed instructions regarding the use of
SSNs and the Privacy Act (see attached Privacy Act Notice).
Registering PIs as FastLane Users
When an organization installs an individual in its
FastLane User Table that individual can access FastLane functions,
the organization must be aware that there is a tight integration
between the FastLane User Table and the NSF PI system.
The PI related functions include Proposal Forms Preparation, Proposal
Status Inquiry, Notification and Requests Preparation, and Final
Project Preparation/Submission. Because of this relationship
between the FastLane User Table and the NSF PI system,
the SSNs that are used with the FastLane must be the same SSNs
that are on the NSF PI System.
For PIs Currently on the NSF PI System
When an organization registers with NSF as a FastLane
organization, all the PIs on the NSF PI system with that
organization as a primary address will be loaded in that organization's
FastLane User Table. These individuals will be loaded with the
SSN that is assigned to them on the NSF PI system. For
those individuals who have declined to provide their SSNs to NSF,
a pseudo-SSN has been created for them on the NSF PI
system. This same pseudo-SSN will be used in creating them as
FastLane users. A pseudo-SSN is an SSN that begins with three
zeroes (000). Because Proposal Preparation uses the SSN as part
of the validation process for PIs, if a pseudo-SSN is being used
to identify a PI, it is critical for the SRO to notify the PI
what the pseudo-SSN is. This is the SSN that the PI must use
to access the Proposal Preparation.
Changing a Pseudo-SSN to a Real SSN
If a PI decides that it is acceptable to use his/her
real SSN and the PI is already on the NSF PI
system with a pseudo-SSN, you must coordinate the
change to the real SSN with NSF. To coordinate a change to a
real SSN, please contact the NSF, Division of Information Systems,
FastLane Administration Staff
(email: fastlane@nsf.gov).
Adding New PIs
To be added as PI or Co-PI, please send an e-mail message with the following information to your organization's FastLane administrator (your Sponsored Research Office, or its equivalent):
Name:
Highest Degree:
Year Conferred:
Present organization:
Department:
Street Address:
City:
State:
Zip Code:
Social Security Number (SSN):
Email Address:
Business Phone Number:
Business Fax Number:
If a PI does not want to use his/her real Social Security Numb er, then a request to FastLane Administration Staff should be made to assign a pseudo Social Security Number for that PI or Co-PI. In this case all the information requested, as above, with the exception of a Social Security Number should be sent to: (fastlane@nsf.gov). The person sending the email will be notified by the pseudo Social Security Number. The SRO "should not" assign any pseudo Social Security Number.
Privacy Act Notice
Submission of Social Security Numbers is voluntary
and will not affect the organization's eligibility for an award.
However, they are an integral part of the NSF Information System
and assist in access and processing of FastLane related functions.
SSN is solicited under NSF Act of 1950, as Amended.
Purposes and Uses
The primary use of the SSN is to verify the user
to the FastLane system and to establish a relationship between
the FastLane user and the NSF PI system. The SSN used
by the FastLane System is not used in any printed reports and
is available through on-line screens only to FastLane users who
have an established need to view the SSN.
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