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Question: When there is a discrepancy between the birth certificate and the Social Security card, which document should districts use for enrollment? Example: the birth certificate reads Jane Dohe but the Social Security card reads Jane Doe.
Answer: Information on a birth certificate takes priority over information on a Social Security card. Use the name on the birth certificate.
Question: How should a district handle a discrepancy between a Social Security card and a hospital birth record if there is no birth certificate available?
Answer: This is a case where a district should try to determine the child's legal name through discussion with the parent or guardian.
Question: Can a district require that a student provide a Social Security number?
Answer: While a district may request a Social Security number, it cannot require a student's Social Security card be presented. (See PEIMS Data Standards, Section 2, Student Data Identification for guidelines on students who do not have or do not wish to provide a Social Security card/number).
Question: What should a district do when a parent wants no ID number assigned to her child?
Answer: For PEIMS reporting purposes all students must be assigned a unique number. The number can be a Social Security number or a state assigned alternative identification number. For more information on state assigned alternative identification numbers, see the Helpful Links and Contacts chapter in this book.
Question: How does the district record a student's name if the student has multiple middle names?
Answer: The district can use the first of the middle names or attempt to add as many of the middle names as the EDIT+ software will hold.
Question: If a student has multiple last names on a birth certificate, should the district use all of the names or just the last one?
Answer: The PEIMS Data Standards clarifies the issue of how to record a student's name to match the birth certificate exactly as shown. Section 2, 100 Data-Demographic also gives information on revised naming standards.
Question: Can a student be enrolled using a stepparent's last name although the student's birth certificate does not have the stepparent's last name?
Answer: Districts are required to use a child's legal name when enrolling a student in the district's student information system (SIS). If a SIS allows for an alternate name to be used for local identification purposes that alternate name can be stored in SIS; but the legal name must be reported through PEIMS.
Question: Is the district required to use the legal name on the birth certificate when enrolling the student even though the mother insists that we use her maiden name because she is now divorced from the father?
Answer: The legal name as it is reported on the birth certificate must be used for PEIMS. A parent can get a child's name changed legally in court, after which, the student's name may be changed.
Question: Our district has a transfer student from another district. The student's birth certificate has a different last name than the student's Social Security card. - the student reports the Social Security card has their current name. The student doesn't have any documents showing a legal name change, but the previous district allowed the student to use the name on the Social Security card. What name should we use to enroll the student?
Answer: Use the name on the birth certificate. If there is no document stating a student's legal name change, the birth certificate takes priority over the Social Security card.
Question: If a student's Social Security card says "Valid for work only with INS authorization: is it treated just like a regular Social Security card?
Answer: For public school enrollment purposes, yes consider the card just like a regular Social Security card.
Question: When a student presents a non-U.S. birth certificate and a Social Security card, even though it' s the same student, sometimes the names are different. Which name does the district use?
Answer: Information on a birth certificate takes priority over information on a Social Security card. Use the name on the birth certificate.
Question: Does a district have to have a student's birth certificate in English? What if the document is in a foreign language?
Answer: There is no requirement that a birth certificate be in English. Some districts have asked local colleges for translation assistance.
Question: If a student claims their ethnicity is American Indian, should the district ask for an Indian Bureau of Affairs birth certificate of the parent or grandparent?
Answer: A district cannot require documentation to prove a student's ethnicity; no documentation is required for proof of any ethnicity.
Question: If a student in our district gets married, do we need documentation to record her new name?
Answer: If a student wants to use her new married name, she should provide documents that show her name has changed. A government issued identification card or Social Security card with the new name is proof of a name change. Keep in mind a marriage license is a piece of paper that authorizes someone to get married and a marriage certificate is a document that shows someone has married.