HRM-002: Issuance and Use of University Identification Cards

Date: 11/04/2003 Status: Final
Last Revised: 05/28/2009
Policy Type: University
Oversight Executive: Senior Vice President for Operations
Applies To: Academic Division.
Table of Contents:

Policy Statement
Procedures

Reason for Policy:

Establishes guidelines for the issuance and use of University of Virginia identification cards and provides clarification on who is eligible for an identification card.

Definition of Terms in Statement:
  • Contractor Employee:

    An individual who is an employee of a firm that has a formal contractual relationship with the University and has been assigned to work at the University for the duration of the contract.

  • Foundation Employee:

    An individual who is an employee of one of the twenty five officially recognized affiliated foundations of the University.

  • Special Program Participant:

    An individual who is enrolled in a special program sponsored by a University department.

  • University of Virginia Employee:

    Is an individual:

    • Employed with the University’s academic division who is full-time or part-time and receiving employee benefits.
    • Hired as a wage employee (faculty, adjunct faculty, part-time classified, post-doc, and wage) to work 1500 hours or less per year with the University’s academic division and receiving no employee benefits.
  • University of Virginia Student:

    An individual who is enrolled in a degree program or a summer session program.

  • Visiting Faculty and Staff:

    An individual working on a temporary basis at the University and not receiving compensation from the University's academic division.  (Examples of visiting faculty and staff include, but are not limited to: visiting research assistants, visiting scholars and ROTC.)

Policy Statement:

All ID cards are the property of the University of Virginia and are provided for appropriate use for identification and access to services. The card is not transferable and is valid as long as the holder continues his/her specific affiliation with the University of Virginia. Any misuse, alteration, or fabrication of the card will subject the holder to disciplinary action by the University.

University of Virginia students, employees, special program participants and individuals affiliated with the University of Virginia are eligible to obtain a University ID card as described below. [Note: Excludes Medical Center employees who are covered under Medical Center Policy #0004.]

Eligibility for receiving a University ID card:

  1. University of Virginia Students will be issued an initial University ID card at no cost. For privileges associated with the University ID card, see the ID Card Office website.

  2. University of Virginia Employees:
    1. Full-time and part-time academic division employees are eligible to be issued an initial University ID card at no cost.
    2. Wage employees may be issued a University ID card only with departmental or Human Resources written authorization. A fee will be charged for the card.
  3. Visiting Faculty and Staff, Contractor Employees and Foundation Employees may be issued a University ID card only with departmental or Human Resources written authorization. A fee will be charged for the card.

  4. Special Program Participants may be issued a University ID card upon an approved written authorization and justification being submitted by the sponsoring official University department. A fee will be charged for the card.

Note: University of Virginia Medical Center, School of Medicine and School of Nursing employees required to have a UVa Health System ID Badge should obtain one from the UVa Health System Technical Services Office.

ID Cards issued to employees and individuals affiliated with the University of Virginia must be returned to the University ID Card Office upon separation. ID Cards issued to persons participating in special programs sponsored by the University must be returned to the University ID Card Office upon completion of the program.

Lost, damaged, or stolen ID cards will be replaced at the University ID Card Office and a fee will be charged. University ID cards will also be replaced because of malfunction, a change of name, or because of expiration at no charge provided that the old card is returned. Additional information is available on the ID Card Office website.

Procedures:

View the ID Card Office website.

Related Information:

Responsibility of Managers and Other UVA officials for Access Privileges

Policy Background:

This policy was first implemented in April 2003 for employees, individuals and special program participants affiliated with the University of Virginia. This version of the policy for students replaces previous policies published in the University of Virginia’s Undergraduate and Graduate Records prior to April 2003.

Major Category: Human Resource Management
Approved by, Date: Executive Vice President and Chief Operating Officer, 11/04/2003
Revision History: Updated 5/28/09; 2/14/08; 1/2/08; 5/31/06, 8/31/05.