Responsible Office:   Auxiliary Services Office                                  Effective:  July 19, 1994

Purpose  Scope Policy Procedure Form:  Identification (ID) Card Request Form Instructions "Quick Print" Form     (Print a blank form ready to use in a typewriter or to fill out by hand.)

Effective May 1999, the Identification (ID) Card Request  form is available in "Quick Print" format.

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

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

1.      Function of ID Cards.
 
Identification (ID) cards are issued to university employees to verify identity or to gain access to various university services and facilities.


2.      University Identification Center Hours.
 

ID cards may be made at the University Identification Center (located in the Auxiliary Services Office) anytime between 7:30 a.m. and 5:00 p.m. Monday through Friday. During the period when the university is observing a summer work schedule, contact the University Identification Center at extension 3537 to ascertain the hours when ID cards may be made. No appointment is necessary.


3.      Eligibility for ID Cards.

 
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. 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), ID cards may be issued to eligible persons as indicated below:
 
• ID cards shall be made for all permanent faculty and non-faculty university employees.
• Retired university employees may receive a retired employee ID card.
• Temporary employees may obtain an ID card for the expected duration of their employment.
• Contracted services employees having offices located on campus may also obtain an ID card for the expected duration of their employment.
• Immediate family members of employees may obtain ID cards under guidelines indicated in Policy statement 4.


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 Identification Center


4.      Family Member ID Cards.
 

Immediate family members may receive a family member ID card from the University Identification Center for a nominal fee. The employee must accompany the family member to the University Identification Center to verify that they are family. An Identification Card Request form is not required for family member ID cards. The following family members qualify for the ID card:

a.    Spouse and dependent children (18 or younger) of permanent employees
b.   Spouse only of retired employees
c.    Temporary and Contracted Services Employees - Not applicable.

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 Identification Center just prior to the exit interview in the Human Resources Department.

1.      Issuance of Initial ID Card and Return of ID Card for Permanent Employees.
 
• The employee's department head or director will issue to the employee a properly prepared and approved Identification Card Request form.
• The employee must present the Identification Card Request to the photographer at the time the ID card is made. New employees will receive their initial card at no charge.
• When employment is terminated, the permanent employee's ID card shall be returned to the University Identification Center just prior to the exit interview in the Human Resources Department.


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

• During the employee's exit interview, the Human Resources Department will issue to the retired employee a properly prepared and approved Identification Card Request form.
• Retiring employees may return their permanent faculty or non-faculty employee ID card to the University Identification Center for a retired employee's ID card.
• The employee must present the Identification Card Request form to the photographer at the University Identification Center at the time the ID card is made. There is no charge to the retired employee for the initial retired employee's I.D card.

 
3.      Issuance and Return of ID Cards for Temporary and Contracted Services Employees.
 
• The employee's department head or director (or manager of contract unit) must forward to the University Identification Center a properly completed and approved Identification Request Form, agreeing that the department head/director will return the ID card to the University Identification Center at the conclusion of temporary employment.
• Upon receipt of this form, the University Identification Center will issue the ID card.  The contracted services employee 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 Identification Center at the time the new ID card is made. There is no charge for a revised ID card.
 
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.

 

Instructions for Preparation of Forms	Effective:     May 17, 1999
Name of Form: Identification (ID) Card Request	Supersedes: July 19, 1994

A.    Purpose.

This form is used to request an initial identification (ID) card for a current university employee, a retired university employee, or a contracted services employees.

NOTE: 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.

Click here to print a blank Identification Card (ID) Request form.

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

• For Permanent Employees.  This form is issued to a new permanent employee by the employee's department head or director.
• For Retired Employees.    This form is issued to a retired employee by a Human Resources representative at the employee's exit meeting.
• 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.

• For Permanent and Retired Employees.    This form should be hand carried to the University Identification Center in the Warwick Center by the employee and presented to the photographer at the time the I.D. card is made.
• For Temporary Employees and Contracted Services Employees.    This form should be hand carried to the University Identification Center by the employee. A photocopy of the form should be retained by the department to ensure the I.D. card is retrieved at the end of the temporary assignment.

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