Ohio UniversitySUPERCEDED - Policy and Procedure

09.900:  Issuance of Identification Cards

SUPERCEDED on June 26, 2012

Current Version


Approved on April 23, 2004Signatures and dates
on archival copy


when approved 

Initiated by:

Thomas Reid, Director
Communication Network Services

Reviewed by:

Herman ("Butch") Hill, Chair
Policy and Procedure Review Committee

Endorsed by:

Stephen Kopp

Approved by:

Stephen Kopp

Previous PolicypurposepolicyprocedurereviewersformsNext Policy

Numeric Index -Policy and Procedure- Alpha Index


To provide 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 Communication Network Services (CNS). 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, "Computer and Network Use."

CNS reserves the right to challenge the validity of any identification presented to obtain an OU 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, but not limited to, veils, masks, or sunglasses, that covers any part of the face, during the photographing for an OU 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 a CNS 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, but not limited to design, magnetic stripe, information, photographs, and graphic elements) are subject to the control of Communication Network Services. Information on the identification card may not be reproduced, transmitted, republished, re-written, or distributed in any form without the written consent of Communication Network Services. Furthermore, the information provided on the magnetic strip may not be "deconstructed" or "reverse-engineered" and its elements used without the written consent of Communication Network Services. It is the sole responsibility of Communication Network Services 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.


I.  Card Eligibility

A.  Employee

A faculty or staff member must be actively employed (see also Policy 41.012, "Termination for Cause, Non-Renewal, Suspension, Demotion, or Dismissal of an Administrator"; Policy 41.013, "Termination: Non-Renewal Based on Discontinuance of Position of Administrators"; and Policy 41.014, "Notification of Terminations and Reinstatement of Contract Employees (Including graduate student contract employees)"). Retired faculty are eligible for an identification card upon written departmental approval.

B.  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.

II.  Card Distribution

A.  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.

B.  Student

Identification cards will be issued to students at Precollege and at other times announced by the ID card office. Continuing students are to use the same card as used for their last session 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 quarter of enrollment.

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

III.  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 CNS will replace their ID card. Employees must first provide proof of the changed information through University Human Resources, before CNS will replace their ID card.

IV.  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 on-line and off-line 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.


Proposed revisions of this policy should be reviewed by:

  1. Policy and Procedure Review Committee
  2. Vice President for Administration
  3. Director of Computer Services
  4. Director of Housing and Food Services
  5. Registrar
  6. Director of Legal Affairs
  7. Dean of Students
  8. Vice President for Student Affairs


The following form is specific to this policy:

  1. ID Request Form - available from the CNS Front Office in the HDL Center.

Previous PolicypurposepolicyprocedurereviewersformsNext Policy

Numeric Index -Policy and Procedure- Alpha Index

Copyright © 2012 Ohio University. All Rights Reserved.

Dick Piccard revised this file (http://www.ohio.edu/policy/s09-900.html) on June 28, 2012.

Please E-mail any comments or suggestions to "policy@ohio.edu".