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General Policy and Procedure

09.900:  Issuance of Identification Cards

Status:Approved on June 26, 2012Signatures and dates
on archival copy
Effective:when approved 
Initiated by:Kimberly McClain
Customer Resources Manager
Endorsed by:Pam Benoit
Executive Vice President and Provost
Approved by:Roderick J. McDavis
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Numeric Index Policy and Procedure Alphabetical Index
  1. Overview

    This policy provides students, faculty, and staff with a means of personal identification that can also serve as certification of eligibility for university services.

    All members of the university community, including students, faculty, and staff are required to possess a valid identification card for access to university services. Identification cards are issued by the office of information technology ("OIT"). Another picture identification card (such as a driver's license) will be required to obtain an Ohio university identification card.

    The ID card photos are digitized and stored. Ohio university retains full rights to these photographs for use in administrative and identification functions. See also policy 91.003.

    OIT reserves the right to challenge the validity of any identification presented to obtain an Ohio university identification card, if said identification appears altered, worn, unclear, photocopied, or issued by an unrecognized organization or institution. In these cases, an additional form of official ID (driver's license, passport, I-9, IAP-66, I-20, or credit card with photo) will be required.

    Under no circumstances shall a student, faculty member, or staff member be permitted to wear any type of face covering, including veils, masks, or sunglasses, that covers any part of the face, during the photographing for an Ohio university ID card. Head coverings are allowed if dictated by generally acknowledged religious traditions, customs, or beliefs, and if said coverings do not obscure the face. If requested, privacy will be provided during the photographing process.

    The identification card is the property of Ohio university. Individuals must surrender the identification card if so instructed by an OIT official or the Ohio university police department. The individual card holder is responsible for protecting all services provided by that identification card. Cardholders are not permitted to lend their identification card to others for any purpose.

    All contents of the ID card (including design, magnetic stripe, information, photographs, and graphic elements) are subject to the control of OIT. Information on the identification card may not be reproduced, transmitted, republished, re-written, or distributed in any form without the written consent of OIT. Furthermore, the information provided on the magnetic strip may not be "deconstructed" or "reverse-engineered" and its elements used without the written consent of OIT. It is the sole responsibility of OIT to preserve the integrity of the magnetic stripe data, and under no circumstances is it permissible for any person or persons, whether affiliated with Ohio university, or not, to modify this stripe.

  2. Card eligibility

    1. Employee

      A faculty or staff member must be actively employed (see also policies 41.012, 41.013, and 41.014). Retired faculty are eligible for an identification card upon written departmental approval.

    2. Student

      Certification of current student status establishes eligibility for university services. Such services include registration, dining hall meal plans, entrance to athletic events, social functions, health services, use of campus recreation facilities, and all other university services. Students without proper identification will be denied service at the discretion of the appropriate university official responsible for administration of the respective services.

  3. Card distribution

    1. Employee

      New faculty and staff members must contact university human resources, and complete an application for the preparation of a new or replacement card. Contract personnel may present a copy of their current contract or appointment letter to obtain a replacement card.

    2. Student

      Identification cards will be issued to students at orientation and at other times announced by the ID card office. Continuing students are to use the same card as used for their last term enrolled. A re-enrolling student will be charged a replacement fee if a new card is required within one year of his or her last term of enrollment.

      Regional campus students should contact the identification card office on the regional campus they are attending to obtain an identification card.

  4. Card replacement

    In the event an ID card is lost or stolen, the identification card office should be notified immediately. Lost cards are frequently returned to the ID card office and will be returned to the card holder upon the card holder's request in person at the ID card office.

    Cards that need to be replaced due to extended use or age will be re-issued at no cost as long as the defective card is turned in upon issuance of the new card. A replacement fee applies for cards that have been lost, stolen, or damaged due to neglect or abuse. Replacement cards will be prepared for students only upon proof of current enrollment.

    Identification cards that are invalidated by name changes (marriage, etc.), change in identification number, or a change of academic or administrative title, will be replaced at no cost with the return of the old card. Students must first provide proof of the changed information through the registrar's office, before OIT will replace their ID card. Employees must first provide proof of the changed information through university human resources, before OIT will replace their ID card.

  5. Holding identification cards as collateral prohibited

    For the protection of the card holder and the university, no individual, department, faculty, staff, or representative of the university shall hold an individual's identification card as collateral or security. The identification card carries various financial features that can be compromised by having physical access to the card.

    Both online and offline options are available for recording identification card information. Contact the ID card office to request assistance in developing a workable alternative to holding the physical identification card as a collateral item.

Administrative Policy Manual

Andrea Swart revised this page
on November 18, 2016.

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