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From Appalachian State University Policy Manual

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Policy 505.1

1 Introduction

The purpose of this policy is to provide administrative oversight and direction for issuing Appalachian State University (“Appalachian”) identification cards (“AppCards”), or campus credentials. AppCard credentials serve as the official campus identification and facility access card.

2 Scope

The policy applies to individuals who are required or permitted by Appalachian to obtain an AppCard, including students, faculty, staff, and other visitors of the University.

3 Definitions

4 Policy and Procedure Statements

4.1 AppCards

4.1.1 AppCards are electronically encoded identification cards issued to all students, faculty, and staff. AppCards are customarily issued to students during orientation and employees upon employment verification from Appalachian’s Office of Human Resources.

4.1.2 AppCards provide students, faculty, and staff with access to University resources, including facilities and fee-supported services.

4.1.3 Campus Services is responsible for working with Business Affairs, Student Affairs, Human Resources, and Information Technology Services (“ITS”) to develop procedures and guidelines for determining when University visitors may obtain AppCards.

4.2 AppCard Components

AppCards contain the following items:

  • The name of the University;
  • The legal first and last name of the cardholder;
  • A headshot of the cardholder;
  • A description that describes the university affiliation of the cardholder (e.g., student or staff); and
  • A magnetic stripe or other similar card technology for access to University resources.

4.3 AppCards and Financial Transactions

4.3.1 AppCards may be used for financial purchases and transactions on campus, including but not limited to:

  • Campus Dining;
  • Vending Machines;
  • Coffee Shops;
  • Athletics Ticket Office;
  • University Bookstore;
  • University Recreation;
  • Student Accounts; and
  • Student Health Services.

4.3.2 In order to use AppCards for campus financial transactions, students and employees may open a prepaid Appalachian Express Account that will allow AppCards to be used for financial transactions on campus. Additionally, after the submission and approval of an application to the AppCard Office, employees may open a charge account permitting AppCard balances to be deducted from payroll at the end of each month.

4.4 AppCard Usage and Replacement

4.4.1 AppCards are the property of the University and may be revoked at any time at the University’s discretion for improper usage. AppCards may only be used by the person to whom they are issued and may not be transferred to other parties.

4.4.2 AppCards will be inactivated:

  • After the graduation or withdrawal of a student from the University;
  • Once an employee is no longer employed with the University; or
  • When a visitor, who was granted an AppCard, affiliation with the University has ended.

4.4.3 AppCards are replaced at no charge for normal wear and tear, as determined by the AppCard Office. However, replacement for lost, stolen, or damaged (i.e., mutilated, spindled, or folded) cards will be charged a fee, as determined by the AppCard Office.

4.4.4 Lost or stolen AppCards should immediately be reported to the AppCard Office during regular business hours. If the AppCard Office is closed, a lost or stolen card should be reported to University Police. Once a report is made the AppCard will be deactivated.

4.5 Obtaining APPCARDS

4.5.1 Photographs for Appalachian State University APPCARD are made in the APPCARD Office. Faculty and staff must have a notice from the Office of Human Resource Services.

4.5.2 The dependents/spouse of University employees are eligible for Appalachian State University APPCARDS. The appropriate notice can be obtained from the Office of Human Resource Services.

4.5.3 The dependents of Appalachian State University students are eligible for Appalachian State University APPCARDS. The appropriate form can be obtained from the APPCARD Office located in Trivette Hall.

4.5.4 The student must accompany the dependent and both must sign the form. Also, the student must be currently enrolled at Appalachian State University. If the dependent is 16 years old, he/she will be identified as a dependent and issued an APPCARD. However, if the dependent is under 16 years old, he/she will be issued an APPCARD but must be accompanied by an adult before using University facilities.

4.5.5 An APPCARD will be issued when the photograph is taken. There is a nominal charge for replacement cards.

5 Additional References

6 Authority

7 Contact Information

8 Original Effective Date

9 Revision Dates