Official Identification Cards (IV.B.5)

Volume ­­IV: Facilities and Safety
Chapter B: Use of Facilities
Responsible Executive: Chief Financial Officer and Treasurer
Responsible Office: Office of the Comptroller
Date Issued: May 1, 2021
Date Last Revised: N/A

TABLE OF CONTENTS

Contacts
Statement of Policy
Reason for This Policy
Individuals and Entities Affected by This Policy
Exclusions
Responsibilities
Definitions (defined terms are capitalized throughout the document)
Related Documents, Forms and Tools
Website Address for This Policy
History and Updates
Appendix

CONTACTS

STATEMENT OF POLICY

Purdue University issues Identification Cards (ID Cards) to employees, students and other Associates of the University to verify their identity and manage their access to University services and facilities. This policy will be applied and administered in a manner consistent with the University’s equal opportunity programs without regard to race, religion, color, sex, age, national origin or ancestry, genetic information, marital status, parental status, sexual orientation, gender identity and expression, disability, or status as a veteran.

The ID Card is intended for use as a visual or an electronic identification, validation and authentication credential for authorized access to services and facilities, and electronic access will be deactivated and/or invalidated upon expiration of its intended use.

Eligibility

The following individuals are eligible for an ID Card:

• Enrolled students of the University and students attending an officially sanctioned orientation program expected to result in enrollment. Students who attend all classes remotely will follow special procedures to request an ID Card.
• Employees of the University employed full-time, part-time or on a temporary basis.
• Retired and emeritus faculty and staff, as defined by the University.
• Individuals covered by the policy on Classes of Purdue University Appointments for Personnel Not on the University Payroll (C-12), as amended or superseded.

Upon loss of eligibility, the ID Card will no longer be valid and access to University services and facilities tied to the card will be terminated.

Appropriate Use

ID Cards are nontransferable. Only the individual to whom the card is issued is eligible to use the ID Card for authorized purposes. Cardholders may be subject to a fee for replacement of a lost or stolen card.

ID Cards are the property of the University. Any misuse, defacement, modification, alteration, tampering or deliberate damage to an ID Card and any falsification, forgery, or fraudulent or illegal use of an ID Card may be subject to appropriate disciplinary action. The University will refer suspected violations of law to appropriate law enforcement authorities.

Cardholders may have accounts tied to their ID Card for purchase of goods and services at University locations. Cardholders are subject to all terms and conditions of those accounts.

No department, office, employee, student or associate of the University may hold another individual’s ID Card as collateral or security.

The University assumes no responsibility for misuse of an ID Card.

Data Management

Information Assets, as defined in the policy on Information Security and Privacy (VII.B.8), that are collected for the issuance of an ID Card and in connection with the use of an ID Card are governed by the policy on Information Security and Privacy (VII.B.8). Refer to the Responsibilities section of this policy for assignment of policy VII.B.8 requirements.

REASON FOR THIS POLICY

This policy affirms the ID Card as the official identification for employees, students and certain other eligible associates of the University. It outlines the requirements for issuance and use of the card and assigns responsibility for the safekeeping of data collected in connection with the card.

INDIVIDUALS AND ENTITIES AFFECTED BY THIS POLICY

All faculty, staff, students and eligible associates of the University are governed by this policy.

EXCLUSIONS

There are no exclusions to this policy.

RESPONSIBILITIES

Cardholders

• Present all documentation as requested by the University Card Office for verification of identification, and follow all requirements for the ID Card photograph.
• Keep their ID Card secure at all times. In the event of a lost or stolen card, notify the University Card Office immediately to deactivate the ID Card.
• Possess only one physical ID Card at a time. In the event a card is damaged or malfunctions or the cardholder’s name or status with the University changes, return the card to the University Card Office and request a new ID Card.
• Present the ID Card to verify identity and gain access to University services and facilities.
• Comply with all regulations, safeguards, terms and conditions for use of any funds in an account associated with their ID Card.

Offices, Departments and Units

• Follow applicable standards and procedures for requesting information related to the issuance and use of ID Cards and for the use and protection of those Information Assets.
• For those sponsoring an individual eligible for a card under policy C-12, as amended or superseded, provide all information and complete all applicable forms required by the University Card Office to demonstrate the individual’s eligibility for an ID Card. Pay applicable costs associated with the ID Card, as determined by the University Card Office.

University Card Offices

• Prescribe and promulgate standards and procedures for (1) verification of an individual’s identity and affiliation to the University, (2) appropriate photographs, (3) use of preferred names, and (4) requests for and issuance of ID Cards.
• Consult with the Office of Legal Counsel to ensure all information proposed to be included on ID Cards complies with applicable policies, laws and regulations (e.g., HIPAA, FERPA, etc.).
• Follow the Procedures for Identity Theft Prevention as they pertain to change of address requests and replacement ID Cards.
• Implement applicable standards and procedures for access to, protection of, and release of Information Assets related to the issuance and use of ID Cards.

Comptroller (PU), Associate Vice Chancellor of Facilities Management (PFW), Associate Vice Chancellor for Enrollment Management (PNW), and Assistant Vice Chancellor for Campus Planning, Infrastructure and Facilities (PNW)

• Serve as Information Owners, as defined in the policy on Information Security and Privacy (VII.B.8), for Information Assets associated with ID Cards on their campus, or delegate this responsibility in writing.

DEFINITIONS

All defined terms are capitalized throughout the document. Find additional defined terms in the central Policy Glossary.

Identification Card or ID Card
The official Purdue University card issued by the campus University Card Office and used to verify the bearer’s identity. Each campus University Card Office determines the card design, which groups of individuals receive physical cards versus digital cards, and who bears the cost of the cards.

Information Assets
See definition in the policy on Information Security and Privacy (VII.B.8).

University Card Office
The office(s) on each of the University’s campuses that issues ID Cards for that campus.

RELATED DOCUMENTS, FORMS AND TOOLS

ID Card information for each campus:

• Fort Wayne
• Northwest
  • Faculty and staff
  • Students
• West Lafayette

Related policies:

• Acceptable Use of IT Resources and Information Assets (VII.A.4)
• Access to Student Education Records (VIII.A.4)
• Classes of Purdue University Appointments for Personnel Not on the University Payroll (C-12)
• Identity Theft Prevention Program (VIII.A.2)
• Information Security and Privacy (VII.B.8)

WEBSITE ADDRESS FOR THIS POLICY

www.purdue.edu/policies/facilities-safety/ivb5.html

HISTORY AND UPDATES

May 1, 2021: This is the first policy to address this issue.

APPENDIX

There are no appendices to this policy.