Human Resources

Exempt from Public Records Form

I. Collection
The District shall collect social security numbers for the purposes listed in the Statement on Collection, Use or Release of Social Security Numbers of Employees and Others and Statement on the Collection, Use or Release of Social Security Numbers of Students and Parents

II. Notification
Applicants for employment and employees shall be notified of the requirement for providing their social security number prior to the time of the completion and submission of the application for employment, the submission of their recommendation for employment to the school board and the purposes for which an applicant/employee’s number will be used;

III. Review
The Superintendent shall review the collection of social security numbers to ensure that the reasons for collection and the process for collection and maintenance are consistent with Florida Statutes. The Superintendent shall report his/her findings as required by law.

IV. Confidentiality
A social security number shall be considered confidential and exempt from public inspection in accordance with Florida Statutes. Social security numbers may be disclosed to another agency or governmental entity if it is necessary for the receiving entity to perform its responsibilities.

V. Release to Commercial Entities
Non-student Social security numbers may be released to a commercial entity as permitted by law. The commercial entity must state the reason for requesting the social security numbers.
1. A commercial entity is any corporation, partnership, limited partnership, proprietorship, sole proprietorship, firm, enterprise, franchise, or association that performs a commercial activity in this state.
2. Release of social security numbers shall be processed as required by § 119.071(5), Fla. Stat.

Statement on the Collection, Use or Release of Social Security Numbers of Employees and Others

The School District of Hernando County may collect, use or release social security numbers (SSN) of employees and other individuals for the following purposes, which are noted as either required or authorized by law to be collected. The collection of social security numbers is either specifically authorized by law or imperative for the performance of the District's duties and responsibilities as prescribed by law [Fla. Stat. §119.071(5) (a) 2 & 3].

1. Employment eligibility report to IRS, SSA, UC, and FAWI, including for W-4's and I-9's [Required by federal statute and regulation 26 U.S.C. 6051 and 26 C.F.R. 31.6011(b)-2, 26 C.F.R. 301.6109-1 and 31.3402(f)(2)-1, and Fla. Stat. § 119.071(5) (a) 6]

2. Receipts to employees for wages and Statements required in case of sick pay paid by third parties [Required by federal statute 26 U.S.C. 6051 and Fla. Stat. § 119.071(5) (a) 6]

3. Verification of an alien's eligibility for employment, including I-9 [Authorized by 8 U.S.C. 1324 a(b) and 8 C.F.R. 274a.2]

4. Income tax withholding (including for annuity and sick leave)/Payroll deductions on Form W-2 [Required by 26 U.S.C. 3402, 26 C.F.R. 31.6051-1 and Fla. Stat. § 119.071(5) (a) 6]

5. Teacher retirement system benefits and contributions [Authorized by Fla. Stat. § 238.01 et seq., including 238.07, and Fla. Stat. § 119.071(5) (a) 6]

6. Retirement contributions required for enrollment in Florida Retirement System (FRS) Investment Plan, second election retirement plan enrollment, or for participation in and contributions to FRS [Required by Fla. Admin. Code 19-11.010, 19-11.006 and 19-11.007 and Fla. Stat. § 119.071(5) (a) 2 & 6 or required by Fla. Stat. § 121.051 and 121.071 and Fla. Admin. Code 19-13.003 and Fla. Stat. § 119.071(5) (a) 2 & 6]

7. Reports pertaining to deferred vested retirement programs [Required by 26 C.F.R. 301.6057-1 and Fla. Stat. §119.071(5) (a) 6]

8. Payments and plan relating to the retiree prescription drug subsidy under 42 C.F.R. § 423.34 and 42 C.F.R. § 423.886 [Authorized by 42 C.F.R. 423.884 and Fla. Stat. § 119.071(5) (a) 6]

9. Educator Certification or licensure application, renewal, or add-on, or non-employee registration for professional development for in-service points or incentive pay [Required by Fla. Stat. §§ 1012.56, and 119.071(5) (a) 6, and/or authorized by Fla. Stat. §§ 1012.21and 119.071(5) (a) 6 ]

10. Criminal history, Level 1 and level 2 background checks / Identifiers for processing fingerprints by Department of Law Enforcement/, if SSN is available [Required by Fla. Admin. Code 11C-6.003 and Fla. Stat. § 119.071(5) (a) 6]

11. Registration information regarding sexual predators and sexual offenders [Authorized by Fla. Stat. § 943.04351 and required by Fla. Stat. § 119.071(5) (a) 2 & 6]

12. Reports on staff required to be submitted to Florida Department of Education (DOE), including but not limited to Outof-County/Out-of-State Verification of Highly Qualified [Authorized and required by Fla. Stat. § 119.071(5) (a) 2 & 6 and/or EDGAR at 34 CFR 80.40(a) or Fla. Stat. § 1008.32]

13. Social security contributions [Required by Fla. Admin. Code 60S-3.010 and Fla. Stat. § 119.071(5) (a) 2 & 6]

14. State directory of new hires (including for determining support obligations and eligibility for several federal and state programs) [Required by federal law 42 U.S.C. 653a and Fla. Stat. § 409.2576 and Fla. Stat. § 119.071(5) (a) ]

15. Notice to Payer and Income Deduction notices for child support, or for alimony and child support [Required by Fla. Stat. § 61.1301 (2)(e) and Fla. Stat. § 119.071(5) (a)]

16. Child support enforcement [Required by 45 C.F.R. 307.11 and Fla. Stat. § 61.13, 742.10 or 409.256.3 or 742.031]

17. Garnishment payment pursuant to a Notice of Levy [Required by Fla. Admin. Code 12E-1.028m and Fla. Stat. § 119.071(5) (a)]

18. Request from depository for support payments [Required by Fla. Stat. § 61.181 (3)(b) and Fla. Stat. § 119.071(5) (a)]

19. Record of remuneration paid to employees [Required by federal regulation 20 C.F.R. 404.1225, Fla. Admin. Code 60BB2.032, and Fla. Stat. § 119.071(5) (a) 6]

20. Unemployment benefits and short term compensation plan [Required by Fla. Stat. Ch. 443, including 443.1116, and Fla. Stat. § 119.071(5)(a)6]

21. Unemployment reports from District [Required by Fla. Admin. Code 60BB-2.023 and Fla. Stat. § 119.071(5) (a) 6]

22. Income information disclosure to HUD [Required by federal regulation 24 C.F.R. 5.214 et seq. and Fla. Stat. § 119.071(5)(a)6]

23. Vendors/Consultants that District reasonably believes would receive a 1099 form if a tax identification number is not provided Including for IRS form W-9. [Required by 26 C.F.R. § 31.3406-0, 26 C.F.R. § 301.6109-1, and Fla. Stat. § 119.071(5) (a) 2 & 6

24. Tort claims and tort notices of claim against the School Board [Required by Fla. Stat. § 768.28 (6), and Fla. Stat. § 119.071(5) (a) 6]

25. Reporting to and reports of worker's compensation injury or death, including for DWC-1 [Required by Fla. Stat. §440.185 and Fla. Admin. Code 69L-3.003 et seq. and Fla. Stat. § 119.071(5) (a) 6]

26. Worker's compensation petitions for benefits and responses thereto [Authorized by Fla. Admin. Code 60Q-6.103 and Fla. Stat. § 119.071(5) (a) 6]

27. The disclosure of the social security number is for the purpose of the administration of health benefits for a District employee or his or her dependents [Required by Fla. Stat. § 119.071(5)(a) 6]

28. The disclosure of the social security number is for the purpose of the administration of a pension fund administered for the District employee's retirement fund, deferred compensation plan, or defined contribution plan [Required by Fla. Stat. § 119.071(5)(a)6]

29. Use of motor vehicle information from the Department of Motor Vehicles for the District to carry out its functions and to verify the accuracy of information submitted by agent or employee to District, including to prevent fraud, in connection with insurance investigations, and to verify a commercial driver's license [Authorized allowed by federal law 18 U.S.C. 2721 et seq. and Fla. Stat. § 119.071(5) (a) 6]

30. Authorization for direct deposit of funds by electronic or other medium to a payee's account [Required by Fla. Admin. Code 6A-1.0012 and Fla. Stat. § 119.071(5) (a) 6]

31. Identification of blood donors [Authorized by 42 U.S.C. 405 (c)(2)(D)(i)]

32. Employee's and former employee's request for report of exposure to radiation [Authorized by 41 C.F.R. 50-204.33 and .3]

33. Collection and/ or disclosure are imperative or necessary for the performance of the District's duties and responsibilities as prescribed by law, including but not limited for password identification to the District's network [Authorized by Fla. Stat. § 119.071(5) (a) 6 and required by Fla. Stat. § 119.071(5) (a) 2]

34. The disclosure of the social security number is expressly required by federal or state law or a court order [Required by Fla. Stat. §§ 1012.56 and 119.071(5) (a) 6]

35. The individual expressly consents in writing to the disclosure of his or her social security number [Allowed by Fla. Stat. § 119.071(5) (a) 6]

36. The disclosure of the social security number is made to prevent and combat terrorism to comply with the USA Patriot Act of 2001, Pub. L. No. 107-56, or Presidential Executive Order 13224 [Required by Fla. Stat. § 119.071(5) (a) 6 ]

37. The disclosure of the social security number is made to a commercial entity for the permissible uses set forth in the federal Driver's Privacy Protection Act of 1994, 18 U.S.C. Sec. 2721 et seq.; the Fair Credit Reporting Act, 15 U.S.C. Sec. 1681 et seq.; or the Financial Services Modernization Act of 1999, 15 U.S.C. Sec. 6801 et seq., provided that the authorized commercial entity complies with the requirements of paragraph 5 in Fla. Stat. § 119.071 [Allowed by Fla. Stat. § 119.071(5)(a)6 ]

38. The disclosure of the social security number is for the purpose of the administration of the Uniform Commercial Code by the office of the Secretary of State [Required by Fla. Stat. § 119.071(5)(a)6]

Statement on the Collection, Use or Release of Social Security Numbers of Students and Parents

Please Read the information below.

The School District of Hernando County may collect, use or release social security numbers (SSN) of students and/or parents for the following purposes, which are noted as either required or authorized by law to be collected. The collection of social security numbers is either specifically authorized by law or imperative for the performance of the District's duties and responsibilities as prescribed by law [§119.071(5)(a)2-3, Florida Statute (F.S.)].

Student registration and student identification numbers. [Required to request by §1008.386 and §119.071(5)(a)6, F.S. However, §1008.386 notes as an exception, “However, a student is not required to provide his or her social security number as a condition for enrollment or graduation.”]

Registration in an adult education program [Required by 6A-10.0381, Florida Administrative Code (F.A.C.) if available and/or student identifier, as required by §119.071(5)(a)6, F.S.]

Tracking of adult students enrolled in a postsecondary program. [Required by 6A-1.0955(3)(e), F.A.C., and by §119.071(5)(a)6, F.S.]

Criminal history, Level 1 and level 2 background checks / Identifiers for processing fingerprints by Department of Law

Enforcement / Registration information regarding sexual predators and sexual offenders authorized by §943.04351, F.S., if SSN is available. [Required by 11C-6.003, F.A.C., and §119.071(5)(a)2 and 6, F.S.]

Reports on students required to be submitted to Florida DOE [Authorized by §119.071(5)(a)2 and 6, F.S.]

Tort claims and tort notices of claim against the School Board [Required by §768.28(6) and §119.071(5)(a)6, F.S.]

Use of motor vehicle information from the Department of Motor Vehicles for the District to carry out its functions and to verify the accuracy of information submitted by agent or employee to District, including to prevent fraud, in connection with insurance investigations, and to verify a commercial driver's license. [Authorized by federal law 18

U.S.C. 2721 et seq. and §119.071(5)(a)6, F.S.]

Information received from Florida DOE to locate missing Florida School Children. [Required by 6A-6.083, F.A.C., and §119.071(5)(a)6, F.S.]

National School Lunch Act application verification process / Eligibility for Free and Reduced Price Meals and Free Milk in Schools. [Required of the adult, if the person has a number, by federal law 42 U.S.C. 1751 et seq. and federal regulations 7 C.F.R. 245.2 and .3, and §119.071(5)(a)6, F.S.]

Reports from Department of Motor Vehicles of each student whose driver's license is suspended for excessive unexcused absences and reports to Department of non-enrollment or non-attendance upon the part of a student who is required to attend some school. [Required by §322.091(5), §1003.27, and §119.071(5)(a)6, F.S.]

Written verification from employer for vocational education, student follow up. [Required by 6A-10.0341, F.A.C., and §119.071(5)(a)6, F.S.]

Child abuse report to Department of Children and Families (DCF), of student victim and subjects of report. [Required by 65C-29.002, F.A.C., and §119.071(5)(a)6, F.S.]

Identification of blood donors [Authorized by federal law 42 U.S.C. 405(c)(2)(D)(i)]

The disclosure of the SSN is expressly required by federal or state law or a court order. [Required by §119.071(5)(a)6, F.S.]

Collection and/or disclosure are imperative or necessary for the performance of the District's duties and responsibilities as prescribed by law, including but not limited for password identification to the District's network.

[Authorized by §119.071(5)(a)6, F.S., and required by §119.071(5)(a)2, F.S.]

The individual expressly consents in writing to the disclosure of his or her SSN. [Authorized by §119.071(5)(a)6, F.S.]

The disclosure of the SSN is made to prevent and combat terrorism to comply with the USA Patriot Act of 2001, Public Law 107-56, or Presidential Executive Order No. 13,224. [Required by §119.071(5)(a)6, F.S.]

The disclosure of the SSN is made to a commercial entity for the permissible uses set forth in the federal Driver's Privacy Protection Act of 1994, 18 U.S.C. 2721 et seq.; the Fair Credit Reporting Act, 15 U.S.C. 1681 et seq.; or the Financial Services Modernization Act of 1999, 15 U.S.C. 6801 et seq., provided that the authorized commercial entity complies with the requirements of §119.071(5), F.S. [Authorized by §119.071(5)(a)6, F.S.]

Income for Medicaid eligibility, determine the amount of medical assistance payments, process Medicaid billing, and provide program follow-up [Required by federal regulation 42 C.F.R. 435.910, unless student applicant for Medicaid refuses to obtain a SSN, based on well-established religious objections]

If you would like to either view or request a copy of your personnel file, please contact Suzette Alcantara in the Human Resourses Dept. at alcantara_s@hcsb.k12.fl.us or (352) 797-7070 ext. 427.