Identification Policy

  1. Introduction

    This policy is applicable to all buildings/sites owned or leased for use by Wilmington University where the University controls access and to all personnel assigned to work in or service University buildings. This policy does not extend to affiliate sites where Wilmington University or other property managers control the access to or within their site. The following campuses are mandated to comply with the procedures set forth in this policy:

    • Brandywine
    • Dover
    • Middletown
    • New Castle
    • Rehoboth
    • Sports Complex
    • Wilson Graduate Center
  2. Policy Statement

    This policy has been developed to enhance and preserve the personal safety of students, faculty, staff, visitors, and parties involved in University business; secure the physical property and tangible assets of the University; protect campus buildings from unauthorized intrusions; and protect the integrity of the University.

  3. Purpose
    1. To limit, control, and monitor access to restricted and limited access areas of the University to authorized persons.
    2. To manage and control access to campus facilities, events, and programs.
    3. To identify, those persons who have legitimate access to and use of campus facilities, events, and programs.
    4. To establish a standard process for staff, faculty, students, visitors, and contractors to obtain access to secured areas or facilities.
    5. To require all Wilmington University personnel to display while on University property and use ID cards when accessing restricted areas.
  4. Authorizations
    1. The University Information Center (UIC) and designated departments will issue identification cards. University Safety will be responsible for management of the process and modification of ID cards.  The Assistant Vice President of University Safety is authorized to approve changes to the ID Card System.
      Department Responsibilities
      University Information Center/Admissions Staff workstations & issue ID cards to students, faculty & staff
      University Safety Providing support to UIC and issue ID cards to contractors and visitors
      Information Technology Provide technical support and assistance, when needed
    2. Personnel assigned to the Information Technology Department, in the performance of their duties, may create or modify WU ID cards.  Any “test” ID cards created must be deactivated immediately after the testing is complete or within five business days after creation. “Test” ID cards will not routinely be issued. 
  5. System Misuse
    1. The data, information, and images contained in the Wilmington University Security System as well as the equipment, materials, software, and hardware used to produce ID cards are business resources and are the exclusive property of Wilmington University. Any personal use or other unauthorized use of the security system’s data, information, images, equipment, materials, software, and hardware is prohibited and a violation of this policy.
    2. ID cards are the property of Wilmington University. ID cards are intended for the sole use of the person to whom they have been issued. ID cards may not be loaned or given to another person or used by another person for any reason. Reproduction, by any means, is prohibited. All lost or stolen ID cards must be reported to University Safety. Lost or stolen ID cards will be immediately deactivated by University Safety personnel.
    3. Violations of this policy may result in one or more of the following:
      • $25.00 fee for ID card replacement.
      • Confiscation of ID card.
      • Suspension of access.
      • Termination of access.
      • Disciplinary action under the provisions of Wilmington University policy and Student Code of Conduct.
      • Prosecution under applicable Federal, State, and Local laws.
  6. ID Card – General
    1. All ID cards will be issued exclusively by the University Information Center/University Safety Department and will remain the property of the University.
    2. The cardholder must report the loss/theft of an ID card immediately to University Safety.
    3. All Wilmington University staff, (including part-time), faculty, students, visitors, contractors, affiliates, and others assigned to the University, must obtain and openly display the ID Card.
    4. This policy forbids the use of an ID card by a person to whom it is not assigned. This action may result in the confiscation of the ID card, access denial to both parties and, may also result in disciplinary action.
  7. ID Card – Request for Access
    1. All Wilmington University staff, faculty, students, visitors, and, contractors, by virtue of their type of association with the University will receive an ID card and base level access as designated by the border color of the card.
    ID Card Type & Purpose
    ID Card Type
    Color Issuing Entity Description of Purpose
    Permanent Staff & Part-Time
    Green University Information Center ID Card type issued to permanent Wilmington University Staff & part-time employees assigned at any University Facility
    Permanent/Adjunct Faculty Green University Information Center ID Card type issued to Wilmington University Faculty assigned at any University Facility
    Student Athlete Yellow University Information Center ID Card type issued to Wilmington University Students assigned to specified University Facilities (restricted time)
    Student
    Light Green University Information Center ID Card type issued to Wilmington University Students assigned to specified University Facilities (limited access)
    University Safety Black University Safety ID Card type issued to University Safety  assigned any University Facility
    Visitor White University Safety ID Card type issued to Wilmington University visitors (Visitor ID card only)
    Contractor Red University Safety ID Card type issued to Wilmington University Contractors/Vendors (limited access)
    1. University Safety will be the responsible for the management of ID card process.
    2. The initial phase of the ID card process (faculty and student photographs) will be conducted beginning February 3, 2014. Faculty and student photographs will be taken by a University representative. Identification cards will be produced and issued in approximately 7-10 days.
    3. Students and faculty will be required to provide a state issued identification card, driver’s license or passport prior to being photographed.
    4. Students absent or those who do not have proper identification will be required to report to ID workstations located in New Castle or Dover (PROPER IDENTIFICATION REQUIRED).
    5. Large groups and groups of student athletes requiring ID cards must be scheduled in advance with University Safety.
    6. All ID cards must be visibly displayed on the person while on any University campus or site.
  8. ID Card – Application Process

    To receive a Wilmington University ID card and gain access to a controlled area or building the applicant must complete the following procedure:

    1. Have the photograph taken in class using the mobile ID card process or report to an ID card station located at the New Castle, Pratt Student Center, University Information Center or Dover Campus.
    2. Provide proper identification (i.e., driver’s license, state ID, passport) and either the applicant’s student ID or employee ID number (ID numbers not required for contractors or visitors)
    3. Receive ID card and be assigned appropriate access level (the applicant may be requested to return at a later time to retrieve ID card during busy periods)
  9. ID Card – Security and Protection

    The security and protection of the ID card are important responsibilities for each cardholder. The ID card cost, processing labor, printing, and tracking, assign a significant value to each ID card. Each card has “smartcard technology” embedded and carelessness creates an unnecessary impact on University funding. To ensure the card’s continued service to the cardholder, please follow these guidelines:

    1. Protect the ID card from heat and continuous exposure to direct sunlight.
    2. Protect the ID card from pressure and creasing. Do not puncture the card in any way.
    3. Do not place the card in a wallet or other place where wear and abrasion will degrade the readability and function of the card.
    4. If stolen, contact University Safety immediately. If not found, University Safety can reissue the ID Card. The Safety Department will determine the need for an incident report.
    5. A $25.00 fee may be charged for the replacement of cards that are lost or damaged due to negligence.
  10. ID Card – Compliance with Policy
    1. In accordance with these procedures, all students, faculty, staff, contactors & visitors are required to comply with this policy. Failure to comply is a violation of Wilmington University Rules and Regulations and the individual can be subject to disciplinary action including, but not limited to, being asked to vacate University property, ineligible to apply for classes and  forfeit the rights and privileges associated with access to the University.
    2. Students not obtaining an ID card in accordance with this policy will be blocked from registering for future classes.
    3. Any questions regarding the ID card policy please contact the University Safety Department.