Acquiring a U Card

The U Card is the official University of Minnesota (University) photo identification card for eligible members of the University community. The U Card is required for personal identification and may be required as certification of eligibility for University related services and physical access to designated University buildings. All individuals who hold a U Card must comply with the conditions set forth in the procedures "Obtaining and Maintaining a U Card."

Eligibility

Eligibility for a U Card is determined by an individual's relationship to the University (role and status). Visiting students, affiliated faculty, affiliated academic staff and affiliated staff are eligible only when a University department sponsors the individual for a U Card. (See information related to sponsoring an individual for a U Card at:

http://www1.umn.edu/ucard/umtc08/umtc/services/sponsoring.html

Access

Physical access to designated buildings and eligibility to some campus services will be electronically authenticated via the U Card. Access and eligibility may change based on a change in an individual's role or status.

Requirements and Restrictions

• Lost, stolen, or fraudulent use of a U Card should be reported as soon as discovery is made and reporting is possible.

• A new picture is required each time an individual replaces the U Card. The U Card holder is responsible for the cost of replacing a lost or stolen U Card.

• Unauthorized and or fraudulent use of a U Card may result in confiscation, deactivation, disciplinary action and/or prosecution.

• U Cards should never be retained and used as collateral for department services.

• Many of the services associated with the U Card, such as banking never expire, therefore U Cards may be retained indefinitely and U Cards are not collected upon termination of employment or student status. However,

  • Physical access to buildings afforded by role and status are terminated upon separation from the University; and

  • U Cardholders must comply with all terms and conditions for the services used.

   

The U Card was developed to provide and promote a user friendly, one-card access system to campus goods and services by using state-of-the art card technologies and integrated software solutions to provide multi-authentication of identity, thereby eliminating the need for multiple forms of identification. The U Card also provides access to financial services.

• Applying for a U Card

There are no forms for this policy.

Subject	Contact	Phone	Fax/Email
Primary Contact(s)	Cathy Morrison	612-626-9907	morri605@umn.edu
All U Card Inquiries	U Card Office	612-626-9900	ucard@tc.umn.edu http://www.umn.edu/ucard/

Affiliated

Affiliate members of the University are those individuals who provide a service for the University, but are not paid by the University.

Eligible Individuals

• Students admitted to the University and all other students registered for day and/or extension credits.
• Regents, faculty, academic staff, staff and retirees.
• Visiting students, affiliated faculty, affiliated academic staff and affiliated staff, if sponsored by a University department (for information on sponsoring an individual visit http://www.umn.edu/ucard/umtc08/umtc/services/sponsoring.html and to sponsor an individual visit http://www.umn.edu/dirtools/sponsor).

U Card

The U Card Is comprised of the physical card, the data, and the photograph printed on and/or encoded in the card. The U Card serves as a multi-authentication of identity, and verifies eligibility for discretionary campus services (such as calling card and ATM card services) and building access, as may be required by a University department.

U Card Office

Issue U Cards. Determine eligibility requirements for providing U Cards (not services or access). Determine replacement charge. Set standards and determine picture quality for all photos(in-person or submitted) to be printed on U Cards. Annually generate and send list of visiting students and affiliated faculty, staff and academic staff to sponsoring departments for review and verification of continued eligibility for U Card. Discontinue U Card holder's access to buildings when the U Card holder is no longer entitled to access.

Card Holder

Provide a government issued photo ID and follow the process for acquiring a U Card (See "Obtaining and Maintaining a U Card" Procedures). Read and adhere to the requirements for maintaining a U Card. Keep the U Card secure and report any lost, stolen or fraudulent uses.

Sponsoring Department

Complete and submit the online sponsored account application form using the correct spelling of the applicant's legal name.

There are no appendices for this policy.

Use the U Card Web Site for a description of all the U Card benefits, services, and other program features for all University of Minnesota Campuses:

• Twin Cities Campuses
• Duluth
• Morris
• Crookston
• Rochester

Rates:

• Initial Card Fee (for affiliated members only) $15.00
• Replacement of U Card (lost, stolen, or damaged) $15.00

For answers to Frequently Asked Questions visit the UCard FAQ.

• Administrative Policy: Acceptable Use of Computers, Networks and Electronic Information Systems Technology
• Administrative Policy: Internal Access to University Information
• Administrative Policy: Security ID Badges
• Administrative Policy: Use of University Equipment and Services
• Administrative Policy: User Authentication for Access to University Computer Resources

Amended:

December 2008 - Comprehensive review: Clarified policy statement; updated definitions; updated roles and responsibilities. Title changed in both policy and procedure.

Amended:

March 2007 - Clarified U Card eligibility in Policy Statement; Updated Definitions and Responsibilities section.

Amended:

January 2004 - Updated U Card Photo Specifications under Cardholder in Responsibilities section.

Amended:

September 2000 - Policy completely written to reflect the business process change associated with Peoplesoft Implementation. Responsible University Officer has changed to Assoc. VP of Aux. Serv. Policy Statement has been changed to reflect the increased number of services associated with the U Card. Contacts have been reduced to only the U Card Office to correct out of date U Card contact info and eliminate HR contacts due to the PeopleSoft implementation. Special Situations has changed to reflect the number of services associated with the card, not just the financial component. Rates have changed for replacements and affiliate cards. Eligible Individuals have been updated to reflect the changes due to the PeopleSoft conversion. Responsibilities have been changed to delete Human Resources due to PeopleSoft. The Administrative Procedure: Applying for a UCard was changed as follows: Students were changed to delete Visiting Students section. All Other Eligible Individuals was changed to reflect the changes due to the PeopleSoft conversion. University Designated Locations were updated to reflect Morris and Crookston's new addresses.

Amended:

February 1998 - Definitions section, hospital staff removed from definition of Eligible Individuals and Visiting Students definition removed, since visiting students do not need to be registered to qualify for a U Card, they only need to be departmentally sponsored.

Effective:

January 1998