Updating Social Security Number (SSN)/Individual Taxpayer Identity Number (ITIN)

The following 3 documents are needed for updating Social Security Number (SSN)/Individual Taxpayer Identity Number (ITIN):

1. Signed “Update SSN, Name, Citizenship, Birthdate” record change request
   
   
2. Government-issued photo ID 
   • Example: Passport, State Driver’s License, State Identity Card, Permanent Resident Card, etc.
     
     
3. Signed OR Unsigned Social Security Card
   • An unsigned Social Security Card is acceptable. 
   • If a student only has an ITIN, an ITIN letter will be needed as supporting documentation. See the image below for an example. 
     (Note that ITIN starts with 9xx-xx-xxxx.)
   • If a student is unable to provide their Social Security Card, documents that show their full legal name, date of birth, and full Social Security Number may be used. Example: W2, paystub, unofficial transcripts, etc. This must be reviewed and approved by a supervisor.

• All received documentation must be recorded on the Person Comment Entry page in Campus Solutions.
• The student's name and information should be search/match-ed.

On the JIRA support ticket, verify that the required documents have been uploaded by the student (outlined in Step 1)

A Comment must be added to the student record to note the documents received.

Open a new tab and navigate to Person Comment Entry.
(Navigation: Campus Community > Comments > Comments-Person > Person Comment Entry)

Enter the student ID number in the ID field and click Search.

If a student has no comments on their record, the Search will not return anything. In this case a new one must be added. Click Add a New Value.

• Enter GEN in the Administrative Function field.
• Choose San Diego Community College District in the Academic Institution field.
• Enter C10, M10, or R10 for City Admissions, Mesa Admissions, or Miramar Admissions, respectively, in the Comment Category field.
• The Comment ID field is automatically filled with your employee ID.
• Enter 1ADM, 2ADM, or 3ADM for City Admissions, Mesa Admissions, or Miramar Admissions, respectively, in the Department field.
• The Comment Date field is automatically populated with today's date.

In the Comments box, record the information from the documents submitted by the student. Refer to this document for the proper comment format:

Student Personal Information Update Form

PART 1 - Updating Social Security Number (SSN)/Individual Tax Identity Number (ITIN)

Navigate to Add/Update a Person. 
(Campus Solutions → Campus Community → Personal Information → Add/Update a Person)

Enter the student ID number in the field ID and click Search.

• Confirm that you are looking at the correct student by verifying their student ID number, name, and date of birth.
• Under the field National ID Type, click on the arrow for the drop-down menu. 

If the student submitted a Social Security Card, select Social Security Number. 
If the student submitted a document that shows their Individual Tax Identity Number, select Individual Tax ID Number. 

In this example, we will use a Social Security Number update. 
If there is an existing incorrect Social Security Number already filled in, copy that number down as we will need it in PART 2. 

Fill in the student's new Social Security number in the National ID field. (Ensure that you verify with the student's documents.)

Click Save.

PART 2 - External System ID

If there was an incorrect Social Security Number in PART 1, we need to mark this number in External System ID. 
If there was not an incorrect Social Security Number, we may still need to visit External System ID for other information. 

Navigate to External System ID. 
(Navigation: Campus Solutions → Campus Community → Personal Information → Identification → External System ID)

Enter the student ID number in the field ID and click Search.

Click on View All if there is more than 1 type of External System type. In this example, there are 3 in total. 

We need to record the previous Social Security Number OR the previous Individual Tax Identity Number on this page. 
By viewing all, we can see clearly if we need to add a new External System type OR add a new Effective Date row on an existing External System type. 

Use the following as a reference: 

• If the student had a previous Social Security Number → External System: Previous ID 
• If the student had a previous Individual Tax Identification Number → External System: Individual Tax Payer ID #
• If the student did not have any Social Security Number → the student should already have an assigned MIS ID number under External System: MIS ID
  (If there is an MIS ID, copy that number down as we will need it on the next page.) 

In this example student, we had a previous Social Security Number when we updated it with a new Social Security Number.
We need to then mark this previous number under External System: Previous ID.

On this student's External System ID page, there is a Previous ID type already. 

Click on the  to add a new row under External System: Previous ID (highlighted).

Under Effective Date, use today's date as the date the change occurred.

Enter the previous Social Security Number in the blank External System ID field, without dashes.

Click Save.

For ITIN updates, no further steps are necessary and you are complete. 
For SSN updates, enter the SSN change on the Student ID Change page.

Navigate to Student ID Change.
(Navigation: Campus Solutions → MIS/320 Reporting → MIS Data Collection → Student ID Change)

Click any of the + buttons on the right to add a new row.

Enter the following:
Previous EMPLID:       Student ID
Previous SSN/MIS ID: Using the External System ID page, use the Previous ID or if no Previous ID, use MIS ID.
New EMPLID:               Student ID
New SSN/MIS ID:         New SSN

Click Save.