University Identification Card Policy

Policy Number: Policy 1.11.3.5
Category: Information Technology
Responsible Unit: Information Technology Services
Effective: January 27, 2023
Revision History: Originally effective December 11, 2019
Review Date: January 26, 2026

1. Purpose and Scope

   1. This Policy governs the issuance and use of the official University Identification Card used at West Virginia University, West Virginia University Institute of Technology, and Potomac State College of West Virginia University (collectively the “University”).
   2. This Policy applies to all University staff, faculty, students, and Other Authorized Individuals who may be required to validate their relationship with the University or gain access to University Services and Facilities.

2. The University Identification Card

   1. All University Identification Cards are property of the University, not the individual card holder, and their use is governed by the University in its sole discretion. University Identification Cards may be confiscated, deactivated, or revoked at any time by the University.
   2. The University Identification Card shall be the official electronic validation and authentication method to authorize access to University Services and Facilities. The only person to whom the University Identification Card is issued is eligible to use it. University Identification Cards are non-transferrable.
   3. The University Identification Card must be carried at all times and presented to University Officials upon request.

3. Eligibility for the University Identification Card

   1. Individuals in the following categories are eligible for issuance of a University Identification Card:
      1. Students enrolled and attending the University;
      2. Employees with a full- or part-time appointment, retired employees, and individuals with Emeritus status pursuant to BOG Governance Rule 1.9 and BOG Faculty Rule 4.2;
      3. Sponsored Individuals who are authorized to be onsite, unescorted, and to use University Services and Facilities when administrative or academic systems do not otherwise grant appropriate access via roles within Banner or MAP (“Sponsored Accounts”) pursuant to the Identity and Access Management Policy.
      4. Employees of a WVU Affiliate organization who require access to University Services and Facilities as part of their job duties (e.g., WVU Foundation employee).
      5. Other Authorized Individuals who are authorized to be temporarily onsite, unescorted, and to use University Services and Facilities (e.g., conference or camp attendee).

4. University Identification Card Management

   1. For uniformity, consistency, and security purposes, Information Technology Services (“ITS”) is the sole University department responsible for issuing University Identification Cards.
      1. ITS may grant authority to other University departments to create and issue University Identification Cards.
      2. Departments that are approved to create and issue University Identification Cards must do so in accordance with the University Identification Card Standard.
   2. Because University Identification Cards shall be the official means of identifying Authorized Individuals, all University Identification Cards issued to employees, students, Sponsored Individuals, and employees of WVU Affiliate organizations must be issued with a recognizable photograph or digital image.
   3. Valid identification documents must be presented to the issuing University Department prior to obtaining a University Identification Card.
   4. Pursuant to the Information Privacy Policy, ITS will seek to limit the collection and distribution of personal data collected through the issuance of a University Identification Card.
      1. Any unit or department within the University granted access to University Identification Card photographs must meet the University Identification Card Photo Use Standard.
      2. The University will only release identification card photographs externally when granted approval by the cardholder, to comply with a legal request, or to comply with a law as approved by General Counsel. See University Identification Card Privacy Standard.
   5. All newly designated Emeriti will be issued a new University Identification Card to reflect their change in status at the University.
   6. ITS will securely destroy all surrendered University Identification Cards.

5. University Identification Card Holder Responsibilities

   1. University Identification Card holders are responsible for:
      1. Care and safekeeping of the University Identification Card;
      2. Never misusing a University Identification Card;
      3. Displaying the University Identification Card upon request by an appropriate University Official; and,
      4. Notifying ITS immediately when the University Identification Card is lost or stolen so that ITS can render the card unusable.
   2. Upon conclusion or termination of their temporary affiliation with the University, Other Authorized Individuals must surrender their University Identification Card to ITS or the appropriate administrative contact person of the department who provided them a card.

6. Misplaced and Misused University Identification Cards

   1. University Identification Cards found by a non-owner must be returned to the card holder, ITS, or the University Police Department as soon as possible. Lost cards will be returned to card holder once legal proof of identity is provided.
   2. Misuse of a University Identification Card is a violation of this Policy. Misuse includes, but is not limited to:
      1. Using, or attempting to use, your University Identification Card in an unauthorized way;
      2. Lending your University Identification Card to someone else to use;
      3. Using, or attempting to use, someone else’s University Identification Card;
      4. Damaging, altering, or defacing a University Identification Card;
      5. Forgery of a University Identification Card;
      6. Failing to present a University Identification Card upon request by authorized University Official; and,
      7. Holding another person’s University Identification Card as collateral or security.

7. Exceptions

   1. University Identification Cards temporarily issued to Other Authorized Individuals do not require a recognizable photograph or digital image of the card holder. Other Authorized Individuals are not required to provide valid identification documents in order to receive a temporary card.

8. Definitions

   1. “Approved Departments” means University departments that are approved by ITS to issue University Identification Cards. The following University departments are Approved Departments:
      1. Department of Student Experience at Potomac State College of West Virginia University may issue both student and employee identification cards on the Keyser campus.
      2. The Office of Student Accounts under the Department of Finance at West Virginia University Institute of Technology may issue both student and employee identification cards on the Beckley campus.
   2. “Card Damage” means a significant alteration to a University Identification Card and includes, but is not limited to, punching holes in card, putting stickers on card, or demagnetizing card.
   3. “Causes for Replacement” means a circumstance or occurrence requiring a replacement University Identification Card. Causes for Replacement include, but are not limited to, damage, name change, status change, appearance change, or personal change.
   4. “Confidentiality” means preserving authorized restrictions on information access and disclosure, including means for protecting personal privacy and proprietary information.
   5. “Identification Documents” means documentation issued by an appropriate governmental agency, which includes a facial photographic image, that shall be used for the identity authentication prior to the issuance of a University Identification Card.
   6. “Other Authorized Individuals” means an individual that is temporarily associated with the University, but is not an employee or student, such that the association requires the issuance of a University Identification Card.
   7. “University Identification Card” means a University-issued identification card used for accessing University Services and Facilities. The University Identification Card is referred to as the Mountaineer Card on the Morgantown campus, the Catamount Card on the Keyser Campus, and the WVU Tech ID Card on the Beckley campus.
   8. “University Official” means any person employed by, or acting on behalf of, the University, performing assigned academic, administrative, or professional responsibilities.
   9. “University Services and Facilities” means any facility or service owned, maintained, or offered by the University. These include but are not limited to dining hall meals, University-owned or controlled buildings, library and athletic facilities, entry to athletic events, certain on-campus and off-campus purchases, and any other facility or service so deemed by the University.

9. Enforcement and Interpretation

   1. Any employee who violates this Policy will be subject to appropriate disciplinary action.
   2. Any student who violates this Policy will be subject to appropriate disciplinary action in accordance with the Student Code of Conduct.
   3. Any individual affiliated with the University who violates this Policy will be subject to appropriate corrective action, including, but not limited to, termination of the individual’s relationship with the University.
   4. The University’s Chief Information Officer, supported by the Chief Information Security Officer, will coordinate with appropriate University entities on the implementation and enforcement of this Policy.
   5. Responsibility for interpretation of this Policy rests with the Chief Information Officer.

10. Authority and References

    1. BOG Governance Rule 1.11 Information Technology Resources and Governance
    2. All other University policies are also applicable to the electronic environment. Relevant institutional policies and standards include, but are not limited to:
       1. Acceptable Use of Technology Data and Resources Policy
       2. Information Privacy Policy
       3. WVU FERPA
       4. University Identification Card Privacy Standard
       5. University Identification Card Standard