Wednesday, March 6, 2013

For the first time since its implementation about a decade ago, the UGAID — commonly referred to as an “810 number” — will start with a new prefix, 811.

The University of Georgia uses its UGAID number to identify prospective and enrolled students, alumni, employees and others instead of Social Security numbers. In recent years, the University has pushed to replace the use of Social Security numbers for administrative, financial and academic purposes in favor of the UGAID.

“There are a lot of University systems and functions that use the UGAID to access information or allow access to a facility or event,” said Danna Gianforte, associate CIO of enterprise systems for Enterprise Information Technology Services (EITS).

The UGAID was implemented when the Bulldog Bucks payment system began around 2002. The nine-digit number — which currently begins with 810 — can be found printed on UGACards issued to students, employees and the dependants of employees.

Among the many University-related functions of the UGAID, it is used in student financial and academic records, and employee payroll and insurance. When using a UGACard, the UGAID is also accessed to purchase tickets to athletic and special events, and to access buildings, such as recreational facilities and student housing.

Since its implementation, more than 635,000 UGAID numbers have been issued. Until now, all of those numbers have started with an 810 prefix.

But starting in September with prospective students, the UGAID will extend to the 811 prefix. The rollout will continue in subsequent months with faculty and staff. UGAIDs for existing students, employees, alumni and others won’t change.

For the past decade, it has been a common practice to refer to the UGAID as the “810 number.” With the bump to 811 — and eventually additional prefixes — University officials are encouraging the use of the “UGAID” name when referring to the identifying number in documents and data systems.

“Some people have associated the UGAID as only the last six digits, ignoring the first three,” Gianforte said. “We need to think of the UGA ID as the entire nine digits, not just the last six.”

The University’s Identity Management Functional Advisory Committee (IDMFAC) has been spearheading the effort to transition the UGAID from the existing 810 prefix to the 811 prefix and beyond.

“The committee has been looking at this for years to help improve how we use the UGAID number,” said Brett Jackson, assistant director of Auxiliary Services and IDMFAC chairperson. “This wasn’t an overnight decision.”

The committee has been proactive about the approach, along with other initiatives, Jackson added. The University has been focused to eliminate the use of Social Security numbers as much as possible.

The 811 prefix for UGAIDs will begin in September, when the University starts the admissions process under the new Banner student information system. Faculty and staff will continue to receive a UGAID that begins with an 810 prefix, but they will eventually start to get UGAIDs with the 811 prefix.

Gianforte and Jackson said they advise that University departmental computer applications or computer systems hardcoded for the 810 prefix be updated to include a UGAID with an “81X” prefix to prepare for future additions.

They also recommend that departments review their paper documents referring to the 810 prefix and update those communication pieces.