Employee and Spousal ID Cards
University Identification Cards
The Office of Human Resources coordinates the issuance of University Identification Cards which serve as proof of an individual’s status with the University of Notre Dame. The front of the card includes the cardholder’s photo, full name, status with the University, the cardholder’s unique identification number (a system identification number), and the card’s expiration date. The back has a magnetically encoded strip containing an identification number used to access data via a remote online database. A cardholder is expected to carry his/her ID card at all times. Depending upon an individual’s status, the ID card provides various privileges on and off campus including meals at dining halls, check cashing, bookstore charges, access to building and residence halls, use of the University Libraries, a debit program for on-campus retail usage, vehicle discounts, and more.
The following University groups are eligible to receive, at no charge, a University Identification Card: faculty, administrators, staff, retirees, and students. Faculty, administrators, staff, retirees, and spouses obtain their identification cards through The Office of Human Resources, 200 Grace Hall. Students obtain their cards through Food Services in the South Dining Hall.
Spousal Identification Card
Spouses of current faculty, regular administrators and staff, and retirees of the University are eligible to receive a Spousal Identification Card (marriage certificate and picture ID must be presented). The Spousal Identification Card will serve as verification that you are a spouse of either an employee of the University or a retiree. Please carry the card with you when you visit campus, as it will provide access to the following valuable resources on campus: library privileges, athletic facilities, bookstore discounts, Domer Dollars, golf course green fee discounts, and free admission to regular season play of men’s and women’s soccer, volleyball, baseball, softball, and men’s and women’s lacrosse. To obtain your Spousal Identification Card, visit the Office of Human Resources, located at 200 Grace Hall. Please allow extra time when obtaining your card, as cards are processed on a first-come, first-serve basis. There is an initial $5 fee for obtaining an identification card. Personal checks or cash are accepted at the time your card is issued.
When to Obtain a New Card
There are two instances when an eligible cardholder will need to obtain a new card: (1) when a change in status occurs, and (2) when the card expires. (Note: The expiration date varies with the status of an individual. For example, a student’s expiration date is based on their degree program. Should a student complete their degree program early, or for any other reason change their status with the University, their card privileges will be invalidated until a new card is obtained.) Replacement cards under these two scenarios are issued without charge to the individual.
Lost or Stolen ID Card
If a card is lost or stolen, it is the responsibility of the individual to immediately report the missing card to either Food Services (for students) or the Office of Human Resources (for faculty, administrators, staff, retirees, and spouses). If such loss or theft occurs after regular office hours or on the weekend, the report should be made to the Notre Dame Security/Police Department. It is important that the missing card is reported as soon as possible to avoid misuse of the card. A new card will be issued promptly, and the old card will be invalidated. Cardholders are required to pay a $30 replacement fee, which is due at the time of re-issuance (cash or personal check only). Once a replacement card is issued, no refund will be made, even if the missing card is found. If a lost or stolen card is found, it should be reported to either Food Services (for students) or the Office of Human Resources (for faculty, administrators, staff, and retirees). Arrangements will be made to retrieve the card as the card should not be sent through campus mail or postal services.
Caring For Your Card
It is the personal responsibility of each cardholder to maintain his/her card in the best condition possible. If a card becomes unusable due to normal wear and tear, it will be replaced at no charge. Please protect your card from damage or wear by placing it in your wallet and do not punch holes in the card as doing so may render it invalid.
To protect the magnetically encoded information, please keep the card away from magnetic fields such as those generated by television sets, stereo speakers, bulk tape erasers, radio transmitters, personal computers, money clips, etc. These could erase the information encoded on the card. Should this occur, the card can be re-encoded.
The cardholder agrees to abide by the policy, as amended from time to time; and, to the display of his or her picture on the campus identification card. The card is and at all times shall remain the property of the University of Notre Dame. It may be revoked at any time by the University of Notre Dame if misused. It must be presented or returned upon request by an appropriate University official. Students, faculty, administrators, staff, and retirees of the University of Notre Dame must have their picture displayed on their identification card.
The information contained on and in the campus identification card, including but not limited to the picture, will not be released to persons outside the University of Notre Dame unless required by law, in response to a valid court order or subpoena, or upon the execution of a written release signed by the cardholder.
The information contained on and in the card will only be used by the University of Notre Dame for University business or for internal University purposes approved by the Office of Student Affairs (for students), the Office of the Provost (for faculty) and/or the Office of Human Resources (for staff). Exceptions to this rule include use of the information contained on or in the card to assist in the personal protection of any person, or to comply with federal, state, or local laws.
All faculty, administrators, staff, students, and retirees will obtain an identification card as part of their regular orientation to the University community. Each must maintain a current card for the entire period that they are affiliated with the University of Notre Dame. Identification cards must be returned to Food Services/South Dining Hall (for students) or the Office of Human Resources (for faculty, administrators, staff, and retirees) when the cardholder is no longer affiliated with the University of Notre Dame. Departments are responsible for collecting and returning identification cards to the Office of Human Resources when faculty, administrators, or staff terminate their employment or relationship with the University.
Identification cards shall not be defaced or modified in any way. The use of stickers, pins, or other items affixed to campus identification cards is prohibited in order to preserve their useful life.
Any transfer, alteration, falsification, or forgery of a campus identification card constitutes a violation of University policy and may result in an appropriate disciplinary action to be determined by the Office of Residence Life (for students) (1), the Office of the Provost (for faculty), and the Office of Human Resources (for administrators and staff). In addition, fraudulent or illegal use of the campus identification card may result in criminal charges and/or civil proceedings.
(1) See University Standards of Conduct and Disciplinary procedures, Paragraphs 10 and 11, at p.56 of duLac(1997-98).
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