TEXAS DEPARTMENT OF CRIMINAL JUSTICE
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SUBJECT: SOCIAL SECURITY CARD PROCEDURES
AUTHORITY: Memorandum of Understanding between the Texas Department of Criminal Justice
and the Social Security Administration pursuant to relevant authority contained in the following
federal statutes and regulations: §§ 205 and 702(a)(5) of the Social Security Act (Act) ( 42 U.S.C. §§
405 and 902(a)(5)); Section 7213 (a)(1)(a) of the Intelligence Reform and Terrorism Prevention Act of
2004 (P.L. 108-458); 20 C.F.R. Part 422, The Privacy Act of 1974, as amended (5 U.S.C. §552 a),
Section 1106 of the Act (42 U.S.C. § 1306) and the Social Security Administrations disclosure
regulations and guidance promulgated thereunder.
PURPOSE: To establish procedure for the Institutional Parole Office to assist offenders in obtaining
replacement Social Security Cards prior to release in accordance with the Memorandum of
Understanding (MOU) between TDCJ and the Social Security Administration.
PROCEDURE: The Institutional Parole Officer will evaluate and assist the eligible offenders in
applying for replacement Social Security Cards at the time of delivery of a NDMS letter (Notice of
Discretionary Mandatory Supervision) and at the time of delivery of a FI decision (Parole approval
pending successful completion of any required programs and/or reaching specified release dates). The
offender must meet all of the following criteria:
Must be within 120 days of release
Must not be currently served by Project Rio
Must not have used more than one (1) Social Security number in the past
Must be a US citizen
Must not have an active Immigration and Customs Enforcement (ICE) detainer
I. RESPONSIBILITIES OF THE INSTITUTIONAL PAROLE OFFICE:
A. The Institutional Parole Officer (IPO) will evaluate the offender to determine if
exclusionary criteria exist. If any exist, no further action necessary.
B. If the offender meets the above noted criteria, the IPO should question the offender to
determine the need or desire to obtain a replacement Social Security Card. If there is no
need or desire, no further action is necessary.
C. If the offender wishes to obtain a replacement card, the IPO will provide the offender
with the Application for a Social Security form (SS-5) (Attachment A) and the Consent
for Release of Information form (SSA-3288) (Attachment B) and instruct the offender
to fill out both forms in blue or black ink only. The offender should complete the form
as thoroughly as possible. The offender MUST use his/her true name on the form
which, in some cases, may not be the name in which he/she is convicted. Block #2 of
the SS-5 form (mailing address) will always be a pre-determined address by the Parole
Division and MUST include the offender’s TDCJ-CID number. If errors are made
when completing the forms, the offender should strike through the error with one line
only and initial above the strikeout. No form of correction tape or liquid paper can be
used on these forms. If any information is unknown (i.e. Mother’s maiden name,
parent’s social security number) either leave that block blank or write “unknown” in the
D. Prior to accepting the SS-5 and the SSA-3288 forms the IPO should verify that both
forms have been signed and dated by the offender. The forms will then be forwarded to
their respective Unit Supervisor for certification and submission to the designated
Social Security Office (Attachment E).
E. The Unit Supervisor will review the form for accuracy, specifically focusing on the
demographic information utilizing the MEDI and SSNO screens on the TDCJ
F. Once accuracy has been verified, the Unit Supervisor will sign and date the SS-5 form
in bottom right hand corner in the box marked “Signature and Title of Employees
Reviewing Evidence” and complete and attach a Certification of Prison Records form
(OMB Control Number 0960-0688) (Attachment C) to each Social Security Card
Application submitted. These forms should be forwarded to the designated Social
Security Office (Attachment E) on a weekly basis with the attached cover sheet
(Attachment D) listing each applicant’s name. A copy of all completed SS-5 and SSA-
3288 forms will be retained in a secure location at the IPO for one (1) year after
submission of the application. Note that the completed Social Security applications and
all information contained on that application falls under the Federal Privacy Act
referenced in the Authority section of this policy and must be secured in a locked
G. Designated staff at each Regional IPO office will maintain a database of Social Security
Administration (SSA) applications submitted.
H. As requested by the SSA, the Institutional Parole Offices will submit a list of employees
who are authorized to certify applications and a copy of each employee’s signature to
the SSA once a year, or sooner if deemed appropriate.
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I. This Procedure does not prevent the IPO from assisting ineligible offenders in obtaining
replacement Social Security Cards or applying for “first time” cards. However, the
ineligible offenders cannot be processed under this procedure. Note that offenders who
have received a RMS vote are also ineligible to be processed under this procedure.
Institutional Parole Office staff may provide the necessary application forms to these
incarcerated offenders at any time. However, it is the offender’s responsibility to
complete and mail the completed forms to the SSA. Note that the IPO should instruct
the offender that the address included in block #2 of the SS-5 should also include the
name of the individual to whom the replacement cards is being mailed.
J. When an application is rejected by the SSA and returned to the submitting IPO, the SSA
will provide an explanation as to why the application was rejected. The IPO will
contact the offender, explain the errors and resubmit a corrected application if the error
can be corrected. If the error cannot be corrected the offender should be given the form
and it will then become the offender’s responsibility to resolve the issues. The IPO will
not be required to assist in obtaining needed documents such as birth certificates, court
II RESPONSIBILITIES OF THE HUNTSVILLE PLACEMENT AND RELEASE UNIT:
A. The Social Security Administration (SSA) will forward the replacement cards to the
Huntsville Placement and Release Unit (HPRU) in Huntsville where they will be
maintained in a locked and secure location until the offender’s release. Making copies
of the replacement card is forbidden.
B. Upon receipt of the replacement cards, the HPRU will create an offender packet for
each card that will consist of the following:
1. Offender’s name
2. TDCJ-CID number
3. SID number
4. Date the replacement card was received
5. Current Board Vote
6. Offender’s projected release date
7. Offender’s maximum expiration date.
C. HPRU staff will also enter the following information into the Releasing Database:
1. Offender’s name
2. TDCJ-CID number
3. SID number
4. Date the replacement card was received
5. Current Board vote
6. Maximum expiration date
7. Offender’s unit of assignment.
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D. Designated staff will produce daily reports from the Releasing Database identifying
offenders who are scheduled for release from:
1. Huntsville on the following day;
2. All other release sites within seven (7) calendar days.
The offender packets for these offenders will then be pulled and sorted by release site.
E. The release date of each offender will be verified and their packets forwarded to each
release site for delivery to the offender with his/her release certificate. The offender is
required to sign his/her replacement card at the time it is delivered to him/her.
F. If the replacement card is received by HPRU after the offenders release from custody
the card should be forwarded to the offender’s supervising DPO (District Parole
Officer) to be hand delivered to the offender. If the replacement card is for an offender
that is being picked up by a detaining agency, the card will be given to the detaining
agency for the offender. Any card that cannot be delivered to the offender, given to a
detaining agency or forwarded to a supervising DPO (i.e. death of offender, discharge,
etc.) MUST be returned to the SSA within 30 days.
G. The HPRU will maintain monthly and yearly statistical data on the number of
replacement Social Security Cards received from the Social Security Administration,
the number of cards delivered to offenders and the number of cards returned to the
Social Security Administration as undeliverable.
III. RESPONSIBILITIES OF THE DISTRICT PAROLE OFFICE
A. The HPRU will forward any replacement Social Security Cards received after the
offenders release to the District Parole Office where the offender is assigned to report.
The District Parole Office will maintain these cards in a secure and locked file cabinet
until they can be delivered to the offenders. Making copies of the replacement card is
B. The DPO will hand deliver the card to the offender and ensure that the offender signs
his/her replacement card at the time it is delivered to him/her. The DPO will then notify
HPRU of the delivery by sending a lotus note to the Program Specialist V, the
Administrative Assistant IV and the Administrative Assistant III of the HPRU. The
subject line of this lotus note should always read “Delivered Social Security Cards”.
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C. The replacement social security cards must be hand delivered to the offender within 30
days of receipt of the card at the District Parole Office. Any cards that cannot be
delivered to the offender within that time frame must be returned back to the HPRU to
the attention of the Program Specialist V.
Director, Parole Division
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