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Oklahoma State University

OSU ID Services Policies

*Note: Information Technology Policies are in the process of
review and will be updated throughout the year*

September 2016

 

General

The OSU ID Card is the property of Oklahoma State University and is non-transferable. It must be carried at all times and presented to University officials upon request. Unauthorized use warrants confiscation and/or disciplinary action. Your card should not be surrendered to anyone except ID Services staff or the OSU Police.

New students enrolled in credit classes are issued their first OSU Card free of charge. New employees, as a condition of their employment, are issued their first OSU Card free of charge. If this card, or subsequent cards, are lost, stolen or mutilated you will be charged for the replacement cost of a new card.

It is the responsibility of the cardholder to report a lost or stolen card immediately! If your card is lost or stolen you will need to have another made with a new issue date and card number. This new card number deactivates the older card. Do not try to use an ID that has been reported lost or stolen!

Your OSU Card does not expire until you are no longer associated with OSU. If you leave the University, keep your OSU Card since it will be valid for campus privileges if you return to the University as an employee or enrolled student. Individuals who return to OSU and do not have their current card will be charged a replacement fee if their break in service has been less than one year.

 

Eligibility

You are eligible for an OSU ID Card when you enroll as a student at Oklahoma State University or you are employed by OSU. It is your official identification card and is valid as long as you are an enrolled student or employed at the University. The OSU Card is also issued to individuals affiliated with Oklahoma State University, based on specific criteria as noted under the Affiliate Cards section.

Students must be enrolled in credit classes in order to receive an OSU ID Card. New employees are required to have their information processed by Human Resources and entered into the OSU system in order to receive an OSU ID card.

 

OSU ID Card

A photo ID must be shown before an OSU Card will be issued. No profiles, hats, headbands, sunglasses, or any other accessories will be allowed when your photograph is taken for the card.

The name printed on the OSU Card is the individual's official name as recorded in Oklahoma State University databases.Status information (student, faculty, staff, affiliate) is not printed on the card. Cardholders' current OSU status can be verified at http://www.it.okstate.edu/idcard.

If your OSU Card is replaced due to loss or theft, it is deactivated and cannot be reactivated should you find it at a later date.

Your digital photograph will be printed on the face of your OSU Card and will be stored in the OSU Card database.In an effort to comply with privacy issues, Oklahoma State University has eliminated the student SSN from the face of the card. A randomly assigned 16-digit ISO number is encoded on the magnetic stripe and printed on the card. This unique identifier will facilitate services associated with the OSU ID Card. Your current issue card is your only valid ID card. Any previous card is an invalid card and will be confiscated if you try to use it.

You should have your ID with you at all times. Many of the colleges and departments require showing your ID for taking tests, checking out equipment and other general purposes.

 

Costs

Currently, the cost for a replacement OSU ID is $20.00. Students and active OSU employees receive their first OSU ID card at no cost. Cards damaged through normal use will continue to be replaced at no charge, if the damaged card is returned to ID Services.

ID Services receives central administration funding to defray a portion of the cost of the first ID issued to employees and on-campus degree seeking students. ID production costs for all others must be charged at a rate determined by current Cost Accounting Standards.

Individuals who are not regular faculty/staff as evidenced by an active assignment in the OSU HR system or a student not enrolled in credit classes will be charged $20.00 for each OSU ID card they receive.

Charges are billed through the University Bursar System (to the individual) or through the Campus Vendor System (to the sponsoring department).

Your ID card is current for one year after you leave the university. If you return to the university within this year and do not have your ID card you will be charged a replacement fee.

 

Affiliate Cards

Individuals who are neither students nor current or retired employees of Oklahoma State University as evidenced by an active assignment in the OSU HR system or current enrollment in the SIS system) may be eligible to receive an OSU ID Card as long as they are "affiliated" with the University through a sponsoring department. The card cost of $20 can be paid by the individual through their BRS account, or by the sponsoring department through Campus Vendor.

To receive an Affiliate ID card, individuals must provide an Affiliate Service Request form signed by the sponsoring Dean or Department Head.

International Visitors must register through International Students and Scholars to receive an ID card.

Affiliate cards are active for one year from the date of issuance, and can be reactivated at any time for up to a year by written request from the sponsoring department.

 

Safeguards

Report a lost or stolen card immediately. Your ID card can be used to charge for various goods and services around campus, as well as for access to buildings and other services.

Do not lend your OSU Card to others.

Protect your OSU Card from damage by keeping it in the protective sleeve provided to you when the card is issued.

Do not punch holes, affix stickers, or, in any other way, make modifications to your OSU Card. Such practices may create problems when trying to use your card for official University business or card swipe functions.

University departments may not to retain a OSU Card in exchange for reference material and/or products checked out to an individual.
If an OSU Card is found, it can be returned to ID Services, 113 Math Sciences.

 

Disclaimers

The Oklahoma State University ID Services office is not liable for financial loss or criminal repercussions associated with lost, stolen, damaged, or fraudulently used OSU ID Cards. Personal information is kept secure and confidential at ID Services. Outside parties are not privileged to personal or account information unless express consent is granted or the University is required to comply with legal or government agencies.

 

ID Services Office

The OSU ID Services Office is responsible for creating ID cards and high-assurance electronic identities for students, faculty, and staff and providing a variety of services through the use of on-line scanning equipment. Services currently include building security, event attendance, meal plan, laundry, time and attendance and point-of-sale transactions

The OSU Card Program was developed to assist students, faculty and staff by enhancing convenience and service for campus access, and personal financial services. It is a goal of ID Services to maximize the use of current card technologies in order to deliver secure and efficient services to the OSU campus community.

Contact: ID Services
113 Math Sciences
Stillwater, OK 74078
Phone: 405-744-8434
e-mail: id.services@okstate.edu
Hours: Monday-Friday, 8:00 AM to 5:00 PM