UNIVERSITY OF PITTSBURGH PROCEDURE 07-10-01

CATEGORY:         PERSONNEL
SECTION:          Employee Services
SUBJECT:          University Identification Cards
EFFECTIVE DATE:   March 24, 2008 Revised
PAGE(S):          4

I.    PURPOSE

      To define the steps for the coordination, distribution, and
      record maintenance for the University Identification (ID) Card
      program.

II.   SCOPE

      This procedure applies to the following types of ID cards:

      -     Employee ID cards
            -     Faculty ID cards, both with and without bus
                  privileges
            -     Staff ID cards, both with and without bus
                  privileges
            -     Research Associate ID cards

      -     Student ID cards

      -     Trustee ID cards

      -     Other ID cards
            -     Affiliate ID cards
            -     Non-affiliate ID cards
            -     Badges

      This procedure includes information on validation, replacement,
      and collection of expired ID cards.

III.  ADMINISTRATIVE RESPONSIBILITIES

      Panther Central has overall responsibility for the administration
      and implementation of the University ID card program.

      Panther Central is responsible for:

      -     Producing and distributing all University ID cards

      -     Coordinating the production and distribution of ID cards
            with the appropriate unit throughout the University

      -     Maintaining the ID card data base and associated records

      Academic Departments/Administrative Offices are responsible for:

      -     Providing pertinent data on faculty, staff, student,
            trustees, and other affiliates of the University to the
            ID Center, necessary for the production of ID cards

      -     Assisting with the distribution of ID cards, as needed

      -     Collecting ID cards upon termination of University 
            association, as needed.

      -     Coordinating with Panther Central special forms of
            identification used within the unit

      -     Returning lost, stolen, or confiscated ID cards to
            Panther Central

      -     Checking for proper validation for the ID cards prior to
            providing services

      -     Confiscating misused cards

      -     Informing Panther Central of all cards not collected and
            returned

      The Regional Campuses are responsible for distributing ID cards
      in accordance with the procedures established by Panther Central,
      including determination of the department providing the
      distribution.

      Sponsors are responsible for collecting ID cards from participants
      at the time of termination of University association and for
      returning the cards to Panther Central.  Sponsors assume all
      financial responsibility for expenses incurred by participants
      through misuse of the ID card.

IV.   DEFINITIONS

      Faculty ID Card: An ID card issued to University faculty members
      or emeritus faculty.  The type of ID card issued to a faculty
      member is dictated by the designation set at the time of hire.
      ID cards may be varying in type and privileges.  Verification
      is made through Faculty Records.

      Other ID Card: An ID card issued to an affiliate or a non-affiliate
      of the University.  These cards vary in type.

      Identification Number: Unique fifteen-character number assigned
      to an individual which provides the primary key for machine-
      readable services.

      Senior Officer: An officer of the University with the title of
      Chancellor, Provost, or Senior Vice Chancellor.

      Sponsor: A campus, school, department, program, or individual
      responsible for the verification of affiliation which results
      in the issuance of an ID card.

      Staff ID Card: An ID card issued to University employees when
      employment is not contingent upon student status.  The type of
      ID card issued to a staff member is dictated by the designation
      set at the time of hire.  ID cards may be varying in type and
      privileges.  Verification is made through Human Resources.

      Student: An individual who is registered and paid.

      Student ID Card: An ID card issued to an individual who is
      enrolled in a University program for which tuition is charged,
      and who is not restricted by a student service hold.

      Trustee ID Card: An ID card issued to a University of Pittsburgh
      Trustee.

V.    PROCEDURE

      Issuing the ID Card

      Applicant                1.    Present appropriate identification
                                     to Panther Central.

      Panther Central          2.    Verify that the applicant has no
                                     Student Service Hold restricting
                                     the issuance of any University ID
                                     card, in accordance with Policy
                                     09-04-09, Student Service Holds.

                               3.    Verify University association
                                     through the ID data base at the
                                     time the card is requested.

                                     a.    Individuals who are not in
                                           the ID data base at the time
                                           of the request will be 
                                           referred back to their
                                           appropriate office or
                                           department.

      Sponsor                  4.    Complete FORM 0015, University 
                                     ID Card Application (Exhibit A),
                                     as instructed by the Form
                                     Instruction Guide attached.

                               5.    Submit completed FORM 0015 to
                                     Panther Central prior to the
                                     issuance of ID cards.

      Panther Central          6.    Issue the appropriate ID card.

      Replacement of ID Cards

      Panther Central          1.    Replace ID cards as follows:

                                     For replacement due to changes
                                     in name:

                                     a.   Individual must turn in 
                                          current ID card.  Panther
                                          Central will reissue the ID
                                          card upon verification of a
                                          change.

                                     For lost, stolen, or damaged cards:

                                     b.   Individual must present
                                          appropriate identification.
                                          Panther Central will replace
                                          and assess a $20.00 fee.

      Campus, School,
      Department Program,
      or Sponsor               2.    Return the recovered cards to
                                     Panther Central.

                               3.    Notify the ID Card Center by
                                     memorandum of all cards that
                                     were not returned.

      Confiscation of ID Cards

      Campus, School,
      Department Program,
      or Sponsor               1.    Confiscate the ID card under
                                     the following circumstances:

                                     a.   When presented by other
                                          than the individual to
                                          whom it was issued

                                     b.   When it is determined
                                          that the ID card is being
                                          used improperly

VI.   EXHIBITS

      Exhibit A - FORM 0015, University ID Card Application
      FORM 0015 Form Instruction Guide

      Exhibit B - Offices Authorized to Approve ID Card Applications

VII.  REFERENCE

      Policy 07-10-01, University Identification Cards