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General Description
Requirements
Policy Provisions
Performance Evaluation
Subject Experts
Photo Identification Card – Photo Submission Policy
Policy

Document Number: STUD--141 Revision #: 1.0
Document Owner: Executive VP Date Last Updated: 08/16/2013
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

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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: In order to comply with this policy you should know:
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

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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.


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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.

 


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Subject Experts
The following may be consulted for additional information.
Director of Information Technology

Executive VP

VP of Business and Finance

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