Photo Identification Card Photo Submission Policy
________________________________________
Document Number: STUD--141
Revision #: 2.0
Document Owner: VP of Facilities and Infrastructure
Date Last Updated: 07/12/2018
Primary Author: Director of Human Resources
Status: Approved
Date Originally Created: 10/04/2011
________________________________________
General Description
Description:
All Cumberland University faculty, staff, and students must have a current Cumberland University Photo Identification Card.
Purpose:
Cumberland University is pleased to offer students, faculty, and staff the ability to personalize their photo identification card by submitting an approved personal photo. Your Cumberland University Photo Identification Card is used to authorize your use of a host of campus resources and confirm your role as a student, faculty, or staff member.
Scope:
Staff, Students, Faculty, All Departments
Exceptions:
The following are exceptions to this policy:
No exceptions
Responsibility:
Accounting and Administration
VP of Business and Finance
Food Service
Residence Life
Student Life
________________________________________
Requirements
Approvals: Cumberland University reserves the right to refuse any photos that do not meet our requirements. Photo submissions are reviewed manually. Due to the volume, it may take several business days to process.
Relevant Knowledge:
Current University policy
Standards of good practice
All University Identification cards will be printed using the legal name of any student, faculty, or staff.
Terms and Definitions: Loss of University privileges without ID
________________________________________
Policy Provisions
1. ID policy
At the time of initial registration, all students should acquire a non-transferable identification card (I.D.) which will be updated by validation stickers and used throughout enrollment. An additional charge will be assessed for I.D. replacement. The loss of the student identification card should be reported, without delay, to the Director of Residence Life. I.D. cards may be required for entrance into University sponsored events and they are required for checking out books or related materials from the Vise Library, and/or for service in the dining hall. The ID must show "official" student status (account balances paid for the relevant semester).
2. The photo submission must include the following components (if not using a standard University photo).
•Must be current - taken within the past year
•Must be a color, JPEG Format photo (250kb or smaller digital photo)
•Must be taken straight-on with a front view of your full face centered in the frame from just above the top of your head to your collarbone
•Must have a solid background
•May not contain sunglasses, hats, bandannas, visors or headbands
•May not contain scarves or veils (Allowances will be made for practitioners of religious faiths that prohibit the removal of the head covering)
•May not contain advertising, hand gestures or messages
This policy applies to all pictures for photo IDs.
3. Submission of photos for IDs must include the following components (if not utilizing a standard University photo).
To submit your photo, send an e-mail containing the following information:
•To: idcard@cumberland.edu
•Subject: ID Card Photo Submission for (Insert Full Name Here)
•Body: Please include your full name (first middle last), your date of birth, and a telephone number
Any faculty, staff, or student who will submit a personal photo for their ID.
4. Students, faculty, and staff must present certain forms of ID in order to receive an ID card.
IMPORTANT: Please remember to bring your valid government issued picture identification card or passport to obtain your Cumberland University Photo Identification Card.
For questions, please visit the Photo Identification Processing Center in 240 Labry Hall, or e-mail us at idcard@cumberland.edu.
Also see RESLIFE-123 and STUD-124.
________________________________________
Performance Evaluation
Desired Outcome:
Your Cumberland University Photo Identification Card is used to authorize your use of a host of campus resources and confirm your role as a current student, faculty or staff member.
Performance
Metrics: Compliance with standard policy and procedure
Consequences:
Loss of privileges
Cumberland University reserves the right to refuse any photos that do not meet our requirements. Photo submissions are reviewed manually. Due to the volume, it may take several business days to process. You will be notified by email ONLY if your photo is rejected.
Example Violations:
Attempting to use a non-valid ID card.
________________________________________
Subject Experts
The following may be consulted for additional information.
Director of Information Technology
VP of Facilities and Infrastructure
VP of Business and Finance