The following sample disclosure notices are provided for the use on forms and documents that collect SSN's or sensitive, nonpublic and/or confidential information or data. If these notices are not applicable, the office preparing the form should contact Office of General Counsel or the Privacy Office for assistance in drafting an appropriate notice. We recommend that the Fax or Email Notice listed below placed on a cover sheet for all outgoing facsimile transmissions or at the end of any email notice that contain confidential information, especially including SSN's.
NOTE WELL: Email is an insecure method of transmission and should not contain any SSN whatsoever. If you require encrypted email between KU users, please contact the KU Help Desk for assistance with obtaining KU Digital Credentials.
General Voluntary Disclosure (SSN)
Disclosure of your Social Security number ("SSN") is requested from you in order for The University of Kansas to __[state intended use of SSN]__. No statute or other authority requires that you disclose your SSN for that purpose. Failure to provide your SSN, however, may result in __[state what may happen if the individual fails to provide SSN]__. Further disclosure of your SSN may be governed by applicable law.
Facsimile or Email Confidentiality Notice
The information transmitted by this email/facsimile communication, including any additional pages or attachments, is intended only for the addressee and may contain confidential and/or privileged material. Any interception, review, retransmission, disclosure, dissemination, or other use and/or taking of any action upon this information by persons or entities other than the intended recipient is prohibited by law and may subject them to criminal or civil liability. If you received this communication in error, please contact us immediately at (785) 864-____, and delete the communication from any computer or network system or dispose of the documents as directed. Thank you.
Disclosure for the Student Application Process
Disclosure of your Social Security Number ("SSN") is requested for the student records system of The University of Kansas (the "University") and for compliance with Federal and State reporting requirements. Federal law requires that you provide your SSN if you are applying for financial aid. Although an SSN is not required for admission to the University, failure to provide your SSN may result in delays in processing your application or in the University's inability to match your application with transcripts, test scores, and other materials. Student SSN's are maintained and used by the University for financial aid, internal verification, administrative purposes, and/or for reports to Federal and State agencies as required by law. The privacy and confidentiality of student records is protected by law and the University will not disclose your SSN without your consent for any other purposes except as allowed by law.
Disclosure for the Employment Process
Disclosure of your Social Security number ("SSN") is requested as part of your application for employment with The University of Kansas (the "University"). During the employment application process, your SSN will be used as a unique number in order to identify you within the University's current applicant tracking system. Disclosure of your SSN at the time that you apply for employment is voluntary, but disclosure of your SSN is mandatory before you may be employed by the University. Federal law requires the University to report income and SSN's for all employees to whom compensation is paid. Employee SSN's are maintained and used by the University for payroll, benefits, internal verification, and administrative purposes, to verify employment, and to conduct background checks for security sensitive positions. The University reports SSN's to Federal and State agencies or their contractors as authorized or required by law and for benefits purposes. Further disclosure of your SSN is governed by the SB196(2006) (Kansas Statutes Annotated) and other applicable law.
General Mandatory Disclosure
Disclosure of your Social Security Number ("SSN") is required of you in order for The University of Kansas to __[state intended use of SSN]__, as mandated by __[Federal][State]__ law. Further disclosure of your SSN may be governed by applicable law.
Thanks to the University of Texas for many of the disclosure notices herein
Sample Notices
Email Page
Print Page