Communications :: Media Release

District auditing Custodial Department for Social Security Numbers

[February 10, 2009]

Following a report made by a district employee, the Mansfield ISD chose to conduct a full audit of Social Security Numbers within the Custodial Department.

By law, the District has an obligation to insure that the Social Security Numbers submitted to the IRS are correct if a question is raised.

Process

Beginning in August 2008, the district processed 60 custodial staff members' social security numbers at a time over two 90 day periods for a total of 120 employees. Of these 120 employees, 40 custodial employees have either been terminated or chosen to resign. There are 265 employees in the custodial department, and the MISD Personnel Department plans to review the remaining 145 employees' Social Security Numbers by the end of May 2009.

Q&A

1. Were employees terminated immediately?
   No, upon discovery of a questionable Social Security Number, the employee was given 90 to 120 days to produce a valid number. This is the same time-line followed if the federal government was conducting the investigation.
   
2. Why just the Custodial Department?
   The employee only reported the Custodial Department, but the district may choose to audit other departments in the future.
   
3. Which campuses were the 40 employees from who are no longer with the district?
   These actions had a district-wide effect.
   
4. How has hiring replacements gone? Is it affecting service at campuses?
   To date, almost all positions have been replaced and there has been no adverse affects to the service at schools or other District buildings.
   
5. Was this audit the result of legal action or a federal/state/local investigation?
   No, Mansfield ISD chose voluntarily to conduct the Custodial Department audit.
   
6. Will this change the way we hire or screen employees?
   The District is prohibited by law from taking measures prior to hiring an employee regarding social security number verification. The District will be taking affirmative steps to assure compliance with the legal guidelines regarding verification of employment eligibility, including social security numbers. However, the District will also continue to comply with the restrictions the law imposes on these inquiries. All employees  will be treated equitably  in this process and in accordance with applicable laws.