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05.730 Identification Cards

Establishes guidelines for the issuance and use of university identification (ID) cards.

Authority:

Business Affairs

History:

Revised December 2, 2025; July 19, 1994,

Source of Authority:

 N/A

Related Links:

One Card

Responsible Office:

Auxiliary Services

Policy Details:

  1. Purpose

    Establishes guidelines for the issuance and use of university identification (ID) cards.

  2. Scope

    Applies to all current and retired SHRA and EHRA (faculty and non-faculty) employees and certain contracted services employees.

  3. Policy

    1. Function of ID Cards:

      Identification (ID) cards are issued to university employees and certain contracted services employees to verify identity or to gain access to various university services and facilities.

    2. University One Card Office Hours:

      ID cards may be issued at the University One Card Office (located in the Warwick Center) anytime between 8:30 a.m. and 4:30 p.m., Monday through Friday. During the period when the university is observing a summer work schedule, contact the University One Card Office at extension 23178 to ascertain the hours when ID cards may be issued. No appointment is necessary.

    3. Eligibility for ID Cards:

      1. University policy permits the issuance of ID cards to personnel whose responsibilities consist of providing services to students, faculty, and staff on a continuing basis and certain contracted services employees providing services to the university. Upon completion of an Identification Card Request form and approval by the employee's department head or director (or approval by Human Resources for retired employees) and the administrator overseeing contracted services employees, ID cards may be issued to eligible persons as indicated below:

        1. ID cards shall be made for all permanent faculty and non-faculty university employees.

        2. Retired university employees may receive a retiree employee ID card.

        3. Temporary employees may obtain an ID card for the expected duration of their employment.

        4. Contracted services employees having offices located on campus may also obtain an ID card for the expected duration of their employment.

        5. Immediate family members of employees may obtain ID cards under guidelines indicated in subsection (d) below.

      2. Upon termination of employment, employees or family members of employees are no longer eligible for ID cards and must return their ID cards to the University One Card Office or their immediate supervisor.

    4. Family Member ID Cards:

      1. Immediate family members may receive a family member ID card from the University One Card Office for a nominal fee. A Family One Card Request is required for family member ID cards. This document must be signed by HR to be eligible. The following family members qualify for the ID card:

        1. Spouse and dependent children (18 or younger) of permanent employees;

        2. Spouse only of retired employees;

        3. Temporary and Contracted Services Employees - Not applicable.

      2. Family members must have their family member ID cards on hand when utilizing university facilities/services. When employment is terminated, family member identification cards should also be returned to the University One Card Office just prior to the exit interview in the Human Resources Department.

  4. Procedure

    1. Issuance of Initial ID Card and Return of ID Card for Permanent Employees:

      1. The employee will follow the relevant One Card Request instructions on the One Card website.

      2. After One Card Office receives all relevant documents required, the new employee will pick up the issued One Card after showing a valid ID.

      3. New employees will receive their initial card at no charge.

      4. When employment is terminated, the permanent employee's ID card shall be returned to the University One Card Office just prior to the exit interview in the Human Resources Department.

    2. Issuance and Return of ID Cards for Retired Employees:

      1. After the employee's exit interview, they can have a retiree card issued at no additional charge to them after showing proof of retirement. Retiree cards will be issued during the request.

      2. Retiring employees must return their permanent faculty or non-faculty employee ID card to the University Identification Center for a retiree employee ID card.

      3. Unless otherwise requested, retiree cards will be issued with the same information that had previously been used for their previous ID cards. This includes names, first and last, picture, and Banner ID number.

    3. Issuance and Return of ID Cards for Temporary and Contracted Services Employees:

      1. The employee's department head or director (or manager of contract unit) must follow One Card procedures outlined on the One Card website, agreeing that the department head/director will return the ID card to the University One Card Office at the conclusion of temporary employment.

      2. Upon receipt of this form, the University Identification Center will issue the ID card. The contracted services employee or the department sponsoring them, must pay a nominal fee at the time the ID card is issued.

    4. Issuance of Revised ID Cards:

      If a new ID card is desired because of a change in the employee's name or department, no corrected Identification Card Request form is required. In both cases, the employee should return the old ID card to the University One Card Office at the time the new ID card is made. A nominal fee must be paid for a revised One Card, unless otherwise waived for administrative reasons.

    5. Issuance of Replacement Card:

      If a replacement card is needed for one that was lost or stolen, the employee may obtain an ID card directly from the University Identification Center. No Identification Card Request form is required, but the employee must pay a nominal fee at the time the ID card is made.

  5. Instructions for Preparation of Forms

    1. Identification (ID) Card Request Form:

      The Form is used to request an initial identification (ID) card for a current university employee, a retired university employee, or a contracted services employee. This form is not necessary when requesting a revised ID card, an ID card to replace one that was lost or stolen, or a family member ID card.

    2. Where to Obtain Forms:

      1. All relevant forms can be found at the current One Card website. Note: No One Card will be released by the One Card office without proper presentation of a valid ID.

      2. Upon completion of items 1-4 and proper approval, the form is issued as follows:

        1. For Permanent Employees.This form is filled out by the new employee and signed by the Department Head or Direct Supervisor. Employees must also observe any other requirement outlined on the website.

        2. For Retired Employees. Retiree cards are issued at request with proof of retirement.

        3. For Temporary Employees and Contracted Services Employees. This form is issued by the employee's department head/director or by the manager of the contract unit.

    3. Where to Submit Completed Forms:

      1. For Permanent and Retired Employees. This form will be submitted to the One Card office digitally once all relevant signatures have been obtained. Newly issued One Cards can be picked up during normal business hours.

      2. For Temporary Employees and Contracted Services Employees. This form will be submitted digitally once all relevant signatures have been obtained. Newly issued One Cards can be picked up during normal business hours.

    4. Instructions.

      All information requested in items 1-4 must be completed prior to obtaining the appropriate approval signatures.