University Identification Card Standard

Standard Number: 1.11.3.5.1
Category: Information Privacy
Owner: Information Technology Services
Effective: January 27, 2023
Revision History: Replaces Mountaineer Card Standard originally effective February 2, 2019
Review Date: January 26, 2026

1. Purpose, Scope, and Responsibilities

   1. Pursuant to the Identification Card Policy, West Virginia University will issue University Identification Cards to be the official means of identifying Eligible Individuals authorized to access University Services and Facilities.
   2. Information Technology Services (“ITS”) is solely responsible for the issuance and secure destruction of University Identification Cards ("ID Cards”). The purpose of this Standard is to establish minimum requirements that must be met to issue and dispose of an ID Card at all Approved Departments at West Virginia University. Any Approved Department found issuing or disposing of ID Cards that do not meet this Standard may have their ability to issue cards revoked.
   3. It is the responsibility of Approved Departments issuing ID Cards to ensure the requirements within this Standard are met before issuing a card.
   4. The Chief Information Officer, with support from the Executive Director for Enterprise Support, is responsible for the implementation and enforcement of this Standard.
   5. Departments issued Desk Cards from ITS are responsible for tracking the Eligible Individual to which a card has been assigned, ensuring all Desk Cards are returned once temporary access is over, and reporting any lost Desk Cards to ITS to deactivate.

2. ID Card Types

   1. There are six (6) ID Card types issued to Eligible Individuals at the University. The card type is determined by the card holder’s primary role with the University:
      1. Student Card. Issued to students enrolled to students enrolled in and attending the University.
      2. Employee Card. Issued to faculty and staff members with a full- or part-time appointment; retired faculty and staff; faculty Emeriti with an active appointment; or Visiting Scholars.
      3. Mountaineer Temp Card. Issued to employees hired through the Temporary Employment Program, including Senior Temps.
      4. Sponsored Account Card. Issued to individuals (e.g., contractor, consultant) 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”).
      5. WVU Affiliate Card. Issued to employees of organizations with close affiliation to WVU who require access to University Services and Facilities as part of their job duties. Includes, but is not limited to, employees of WVU Foundation, WVU Research Corporation, WVNET, WVU Child Learning Center, and Sodexo.
      6. Desk Card. Issued to departments to sign out to Other Authorized Individuals to be temporarily onsite to use University Services and Facilities (e.g., consultant, vendor, conference, and camp attendees). See Exceptions.

3. Card Issuance

   1. ID Cards must only be issued to Eligible Individuals who display valid Identification Documents.
   2. Only one active ID Card will be issued per card holder.
   3. Only ITS Service Centers are permitted to issue Student Cards.
   4. All ID Cards must include:
      1. Either the card holder’s legal name or chosen name;
      2. A recognizable photograph or digital image of the card holder, centered, with a frontal, full-face view, open eyes, and natural expression, see ID Card Production Guide; and,
      3. Degree (e.g., MD, DO, etc.) for ID Cards used within clinical settings.
   5. ID Cards issued to employees may also include the department name.
   6. The inclusion of titles (e.g., Associate Professor, Program Coordinator, Visiting Scientist, Visiting Medical Rotator, PhD Candidate) on an ID Card is strictly prohibited.
   7. ID Cards that do not meet these requirements will be confiscated and replaced by ITS.

4. Replacement, Lost, and Stolen Cards

   1. A new ID Card will be generated to replace an existing card if one of the following criteria is met:
      1. The card holder pays the appropriate fee to replace a lost or stolen card, or to update an existing card with a new photograph, legal name, or chosen name;
      2. The card is not functioning due to an inherent defect;
      3. Card is five (5) or more years old and is not functioning due to wear and tear (e.g., peeling laminate, malfunctioning magnetic stripe);
      4. An employee’s role changes (e.g., a Mountaineer Temp transitions to full-time employee or vice versa);
      5. The WVU department/college name changes;
      6. A student transfers between Morgantown, Beckley, or Keyser campuses; or,
      7. A student returns to campus after being gone for three or more semesters.
   2. Sites issuing ID Cards should refer to the ID Card Production Guide to determine whether a replacement fee should be charged.
   3. All ID Cards surrendered must be securely destroyed by shredding the card, preferably in front of the card holder, rendering the personal information associated with the card unrecoverable.
   4. Lost or stolen cards should be deactivated immediately either by the card holder at https://mymountaineercard.wvu.edu or by ITS to prevent Unauthorized Access to the card holder’s personal information associated with the card.
   5. Lost cards will be returned to a card holder at no cost once legal proof of identity is provided.

5. Exceptions

   1. Because they are issued for temporary use, Desk Cards may be issued without the Eligible Individual displaying valid Identification Documents and without a recognizable photograph or digital image of the card holder.

6. DEFINITIONS
   

   1. “Approved Departments” means University departments that are approved to issue Mountaineer Cards. The following University departments are Approved Departments:
      1. ITS Service Centers located at Towers, the Mountainlair, and Health Sciences Center are approved to issue all types of ID Cards.
      2. Department of Student Experience at Potomac State College of West Virginia University are approved to issue all types of ID Cards.
      3. The Office of Student Accounts under the Department of Finance at West Virginia University Institute of Technology are approved to issue all types of ID Cards.
   2. “Eligible Individuals” means the groups of individuals who are eligible to be issued an ID Card. The following groups are Eligible Individuals:
      1. Students that are enrolled and attending the University.
      2. Employees with a full- or part-time appointment(s), retired employees, and individuals with Emeritus status.
      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. Other Authorized Individuals who are authorized to be temporarily on-site, and unescorted to use University Services and Facilities.
   3. “Identification Documents” means documentation issued by an appropriate governmental agency, which includes facial photographic image, that shall be used for the identity authentication prior to issuance of a University Identification Card, such as a driver’s license or passport.
   4. “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.
   5. “Unauthorized Access” means when someone gains access to University Services and Facilities or the card holder’s personal information by using someone else’s ID Card.
   6. “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.

7. Related Documents

   1. University Identification Card Policy
   2. University Identification Card Privacy Standard
   3. ID Card Production Guide