All Policies › Administration & Operations › Acquiring and Use of the NCU ID Card
Acquiring and Use of the NCU ID Card
Responsible Office
Vice President for Strategic Operations & Human Resources
Policy Owner
Vice President for Strategic Operations & Human Resources
Policy Contact
Vice President for Strategic Operations & Human Resources
Issued
2023-08-16
Last Revised
2026-10-01
On this page: Policy Statement · Reason for Policy · Policy Scope · Procedures · Frequently Asked Questions · Forms · Appendices · Additional Contacts · Definitions · Responsibilities · Related Information · History
Policy Statement
The NCU ID card is the official university photo identity authentication card for members of the university community. The NCU ID card is required for personal identification and may be required as proof of eligibility for university-related services and secured physical access to designated university buildings and spaces.
NCU ID cards are the property of North Central University and can be confiscated for any misuse, forgery, or alteration. Unauthorized or fraudulent use of an NCU ID card may result in confiscation, deactivation, disciplinary action, and/or prosecution.
The NCU ID card is non-transferable. Only the person to whom the card has been issued may use it.
Eligibility
Eligibility for the NCU ID card is determined by an individual’s relationship to the university, both role and status.
- Students: Undergraduate and graduate students must be currently admitted and/or registered for classes at the university to be eligible for the NCU ID card. Upon leaving the university, the student NCU ID card is no longer valid.
- Employees: Faculty and staff receive an NCU ID card as a condition of employment.
- Affiliates: All other university constituents, including, but not limited to, special advisors, board members, long-term guests, non-employees, graduate assistants, interns, teaching assistants, and visitors, must be sponsored by a university department to be eligible for the NCU ID card.
All potential cardholders must present a government-issued photo ID to confirm their identity before receiving an NCU ID card.
Displaying the NCU ID Card
All employees must wear their NCU ID card face up in a prominent, unobscured, plainly visible manner at all times when on university premises. Departments are responsible for monitoring and addressing non-compliance.
Carrying the NCU ID Card
Students must carry their NCU ID card when moving through and accessing non-residential spaces.
Employees must carry their NCU ID card when on university premises outside of normal business hours.
University colleges, departments, or units that require an identity authentication method to verify service eligibility or for secured facility access must use the NCU ID card.
Units may not hold NCU ID cards as collateral for departmental services.
Access
Physical access to designated buildings and eligibility for some campus services will be electronically authenticated through the NCU ID card. Access and eligibility may change based on a change in an individual’s role or status. Departments may request that secured door access be added to an NCU ID card.
Requirements and Restrictions
Stolen NCU ID cards or fraudulent use of an NCU ID card must be reported immediately to Campus Safety & Emergency Preparedness. Found NCU ID cards must be returned immediately to Campus Safety & Emergency Preparedness and not held by departments. When a replacement NCU ID card is issued, the previous card will be deactivated. Deactivation is permanent and cannot be reversed.
A new photo is required when an individual replaces their NCU ID card 12 months or more after original issuance. The cardholder is responsible for any applicable replacement fees.
An individual may not possess more than one NCU ID card at any given time. When a replacement is issued, Campus Safety & Emergency Preparedness will reclaim the old card. Once a new or replacement card is issued, any attempt to use a previous card is considered misuse.
While some services are deactivated when a user no longer has an eligible status, many of the services associated with the NCU ID card never expire. Therefore, cardholders may keep their NCU ID cards indefinitely. Cardholders must comply with all terms and conditions for the services used.
Departing the University
The individual cardholder is responsible for maintaining their NCU ID card. Departments may not keep NCU ID cards at graduation or upon termination or separation of employment. Cardholders must not give their NCU ID cards to their former departments as collateral and do not need to return their NCU ID card to Campus Safety & Emergency Preparedness.
Reason for Policy
The NCU ID card provides a user-friendly, one-card identity authentication system for campus goods and services, using card technology and integrated software to authenticate identity and eliminate the need for multiple forms of identification.
Policy Scope
This policy applies to members of the university community, including, but not limited to:
- Students
- Faculty
- Staff
- Guests
- Volunteers
- Contractors
- Visitors
- All other university affiliates and constituents
Procedures
Obtain the First NCU ID Card
Eligible individuals must:
- Present an official government-issued photo ID to confirm identity. Approved primary forms of identification include:
- U.S. Passport
- U.S. Passport Card
- Foreign Passport
- U.S. State or Territory Driver’s License
- U.S. or State Agency Identification Card
- U.S. Military Identification Card
- U.S. Military Dependent’s Identification Card
- U.S. Coast Guard Merchant Marine Card
- Tribal Card
- Have a photo taken at Campus Safety & Emergency Preparedness or, if applicable, submit a photo using the approved photo upload process.
NCU ID card photos must meet the following specifications:
- Digital color photo with no filters (600 x 600 pixels or 2” x 2”, in JPEG format)
- Plain or neutral background
- Unobstructed view of the full face and shoulders with eyes open
- No accessories that block the view of the face, including, but not limited to, hats, sunglasses, hand symbols, or headphones (religious head coverings are acceptable per U.S. Passport and REAL ID guidelines)
- Recent photo (less than 12 months old)
Obtain a Replacement NCU ID Card
- Present one official government-issued photo ID (see the approved primary forms of identification above) OR two forms of secondary identification. Secondary identification can include:
- High school photo identification
- Mail with your name and address (information must match university records)
- Social Security card
- Certified birth certificate
- Have a photo taken for the NCU ID card or, if applicable, submit a photo using the approved photo upload process.
- For security purposes, a new photo is required for a replacement NCU ID card if the previous photo was taken 12 or more months earlier.
Request Cards for Large Groups
Departments with large groups of new staff or students who need NCU ID cards should contact Campus Safety & Emergency Preparedness before orientation dates to ensure adequate staffing and support.
Change the Name on an NCU ID Card
Legal Name Changes
After completing a legal name change with the university, an individual can exchange their old NCU ID card for a new card reflecting the name change without a replacement fee. The individual must provide updated identification reflecting the name change at the time of replacement and surrender the previous card, or a replacement fee will apply.
Preferred Name Changes
After changing their preferred name with the appropriate university offices, an individual can request a new NCU ID card reflecting the change. If the individual already has an NCU ID card, the new card is subject to the replacement fee unless the current card is over five years old.
Degrees and credentials will not be printed on the NCU ID card.
Obtain an NCU ID Card by Role
First-Year Students
Upon confirmation of admission, bring your government-issued photo ID to a designated location during your orientation session to have your picture taken and your NCU ID card issued. If you cannot attend orientation, visit the Campus Safety & Emergency Preparedness office during operating hours to obtain your NCU ID card.
All Other Enrolled Students
After registering for classes, allow at least one day for processing before visiting the Campus Safety & Emergency Preparedness office to have your photo taken and obtain an NCU ID card.
Employees
- Verify that you have been entered into the appropriate system of record and have a university account.
- Bring your government-issued photo ID to a designated location to have your photo taken and your NCU ID card issued.
Affiliates
- The sponsoring department completes the online sponsored card request.
- Once the request is complete and 24 hours have passed, the affiliate brings a government-issued photo ID to a designated location to have their photo taken and NCU ID card issued.
Maintain the NCU ID Card
Keep NCU ID cards in a secure location. Do not loan the card or allow anyone else to use it. To extend the useful life of the card:
- Do not punch a hole in or bend the card.
- Store the card in a protective sleeve or case to prevent scratches from sharp objects, such as keys or coins.
- Never leave the card in extreme heat, such as on a dashboard, in prolonged sun, or in a microwave or dryer.
- Avoid exposing the card to magnets and magnetic sources.
Deactivate a Lost or Stolen Card
Visit Campus Safety & Emergency Preparedness to deactivate a lost or stolen NCU ID card.
- Deactivation is immediate and permanent. Once deactivated, the card cannot be used by anyone or reactivated. Deactivated cards may be subject to a replacement fee.
- To obtain a replacement, visit the Campus Safety & Emergency Preparedness office during posted hours, bring a government-issued photo ID, and be prepared to have your photo taken. A replacement fee may apply.
Pay Replacement Fees
- Replacement NCU ID cards cost $10.00, unless the current card is over five years old or the individual has changed status within the university (for example, from student to staff). Transferring to a different department does not count as a change in status.
- Individuals with a valid police report for a stolen NCU ID card may receive a free replacement by presenting a copy of the police report when the card is issued.
Frequently Asked Questions
Q: Who can get an NCU ID card?
A: Admitted or registered students, faculty and staff, and affiliates sponsored by a university department.
Q: What do I need to bring?
A: A government-issued photo ID, such as a driver’s license, passport, state ID, military ID, or tribal card.
Q: Do I have to wear my ID card?
A: Employees must wear the card face up and visible at all times on university premises. Students must carry the card when in non-residential spaces.
Q: Can someone else use my card?
A: No. Only the person the university issued the card to may use it. Lending or sharing the card counts as misuse.
Q: What if I lose my card?
A: Go to Campus Safety & Emergency Preparedness right away to deactivate it, then request a replacement. Deactivation is permanent.
Q: How much does a replacement cost?
A: $10.00. Replacements are free if your current card is over five years old, you changed status (such as student to staff), or you bring a police report for a stolen card.
Q: Can I get my name changed on my card?
A: Yes. A legal name change comes with a free replacement when you turn in your old card. A preferred name change may require the replacement fee.
Q: Do I return my card when I leave NCU?
A: No. You may keep your card, since many card services never expire. Departments may not collect cards when you graduate or leave.
Q: What do I do if I find someone’s ID card?
A: Return it to Campus Safety & Emergency Preparedness. Departments must not hold found cards.
Forms
- NCU ID Card Application
Appendices
There are no appendices associated with this policy.
Additional Contacts
| Subject | Contact | Phone | |
|---|---|---|---|
| Primary Contact | Vice President for Strategic Operations & Human Resources | 612.343.4412 | hr@northcentral.edu |
| NCU ID Cards and Access | Campus Safety & Emergency Preparedness | 612.343.4445 | security@northcentral.edu |
| Employee Questions | Office of Human Resources | 612.343.4412 | hr@northcentral.edu |
| Technology Questions | Office of Innovation & Technology | 612.343.4170 |
Definitions
Affiliate
An individual who provides a service for the university but is not paid by the university.
Eligible Individuals for Sponsored NCU ID Cards
Visiting students, affiliated faculty, affiliated academic staff, and affiliated staff, if sponsored by a university department.
Government-Issued Photo Identification
A document that must be presented to verify identity when an individual obtains the NCU ID card, including a driver’s license, passport, or state, military, or tribal identification.
NCU ID Card
The official identity authentication card for the university, made up of the physical card and the data and photograph printed on and/or encoded in the card. The NCU ID card authenticates identity and verifies eligibility for discretionary campus services and building access, as required by a university department.
Sponsoring Department
A university department sponsoring card eligibility for affiliated faculty, staff, students, visiting students, short-term employees, and others. “Sponsor” in this context describes the relationship between the department and the individual and has no relationship to sponsored projects.
Responsibilities
Cardholders
- Provide government-issued photo identification and follow the process for acquiring an NCU ID card.
- Read and follow the requirements for maintaining an NCU ID card.
- Keep the NCU ID card secure and report any loss, theft, or fraudulent use.
- Protect the NCU ID card from damage that affects functionality and access to services.
Sponsoring Departments
- Complete and submit the online sponsored card request so that affiliated members of the university community can obtain an NCU ID card, including the applicant’s legal name and a valid department budget number for payment.
- Review and, as appropriate, renew NCU ID cards for affiliates associated with the department.
Campus Safety & Emergency Preparedness
- Determine eligibility requirements for NCU ID cards.
- Issue NCU ID cards.
- Set standards for photo quality (in-person or submitted) and for card content and formatting.
- Educate users about NCU ID card policies, procedures, and connected services.
- Assign appropriate and approved access permissions.
Departments
- Set local guidelines and monitor compliance regarding use of the NCU ID card for identification in secure areas.
- Identify a departmental liaison for obtaining and mailing NCU ID cards to remote employees.
Related Information
Related Policies & Procedures
- Acceptable Use of Information Technology Resources
- Obtaining Access to University Buildings & Spaces
History
Amended
2026-10-01 – Non-substantive updates (e.g., titles, office names, contacts, and copy errors), moved the procedures onto the policy page, and added frequently asked questions.
Issued
2023-08-16