Officials looking into buying new student information system

After rising concerns about identity theft and the overexposure of students' Social Security numbers on campus, University officials said the purchase of a new student information system is in the works, well ahead of the 2009 purchase date previously reported.

Anne DeLuca, assistant vice chancellor for Student Affairs and Enrollment Management, said the University is in the process of exploring its options for purchasing a new student information system that does not rely on Social Security numbers and could possibly begin putting the system in place as early as January.

Larry Dietz, vice chancellor for Student Affairs and Enrollment Management, had previously said a new system would not be implemented until the software for the current system expired in 2009.

The University uses the student information system to track student records such as financial aid, student employment and registration information.

The current system, which has been in place since the '70s, is driven by Social Security numbers, something DeLuca said the University is looking to move away from with the rise in identity theft.

"That's an absolute requirement for whatever student information system we select," DeLuca said.

While a new system would allow student records to be organized with random numerical or alpha-numerical identification numbers, unlike the current system, DeLuca said students' Social Security numbers would continue to be used for financial aid and student employment information.

Rough estimates for a new system range between $8 million and $15 million. DeLuca said the final cost of the system would depend on several factors, including hardware, software, training and personalization.

Kevin Bame, executive director of Finance, said the University is still in the preliminary stages of determining how the system would be paid.

Bame said although the University has not yet decided on a vendor from which to purchase the system, financing it could include selling bonds, reallocating existing budget funds and borrowing within the University.

"It is very early in the process," Bame said. "We're looking at some very preliminary figures. It's difficult to say what we're going to do as far as the cost."

However, Bame said he does not anticipate implementing another student fee to pay for the system.

DeLuca said a committee has been looking at new student information systems at other schools, including the University of Illinois, Wayne State University in Detroit and George Mason University in Virginia, which formerly used the same system as SIU.

Purchasing the new student information system is just one of several steps the University has taken to help combat identity theft and protect students' information.

In February after extensive identity theft reports by the DAILY EGYPTIAN, the University began providing students concerned about their Social Security numbers being printed on the front of their student identification cards new IDs with random five-digit numbers free of charge.

Student Center Director Jeff Duke said since February, the Administrative and ID Card Office has issued more than 2,000 student IDs without Social Security numbers.

Duke said while many of the new cards have been issued to incoming students through the Student Orientation Advisement and Registration program, he anticipates that ultimately all students will have IDs with random numbers.

"That's the direction we've been heading to for a long time, and I'm glad it was expedited," Duke said. "Eventually everyone on campus will have IDs without Social Security numbers."

Prior to changing student IDs, the University also removed Social Security numbers from class rosters.

DeLuca said University administrators hope to begin making the transition to a new system, which could take 18 to 24 months to fully implement, within the next year. She said the committee would reconvene when Dietz, who has been off work due to injuries, returns.