Mcard Photo Use Policy
Policy on Release of Mcard Digitized Photographs – origination 3/21/06
When a photograph is taken for the issuance of an Mcard, the digitized photo will be stored electronically for identification and security purposes. In addition, the photo may be used for approved internal university business purposes (i.e., class rosters, seating charts, academic advising rosters, and business uses that may be approved in the future). Cardholders may withdraw consent by completing a form which will be available at any ID issuing station or at the Mcard forms web page. Once the form is completed and presented in person to the ID Issuing Station, the digital photo will be deleted from the ID card database. In this situation, the university will have no photograph to use for purposes of reissuing an Mcard, for validating access to certain university buildings and events, or for approved university business uses. NOTE: If a cardholder's photo is deleted and the Mcard is lost or stolen, the ID issuing station will require valid government photo ID (driver's license, state ID, or passport) to issue a replacement Mcard. Mcards will not be issued without valid government photo ID.
Mcard digitized photographs will only be released to university departments/schools/units without cardholder’s written/electronic authorization if the following conditions apply: (1) the photo is stored electronically in the ID card database; and (2) the use of the photo is an approved internal university use (i.e., class rosters, seating charts, academic advising rosters, and other approved business uses). Photographs used for these purposes will not be shared with anyone outside of the university without written/electronic permission from the cardholder except as required by law.
Cardholders are automatically excluded from having their photos used for university community purposes (e.g., internal websites, facebooks, department rosters) unless the departments/schools/units obtain written/electronic permission from the cardholder for the intended use. In this situation, the Mcard digitized photograph will not be released from the ID card database without the cardholder’s written/electronic authorization.
Cardholders wishing to change their original decision will need to return to an ID issuing station to either have a new photo taken for electronic storage purposes or to delete their photo by completing a form which will be available at any ID issuing station or at the Mcard forms web page. Once the form is completed and presented in person to the ID issuing station, the digital photo will be deleted from the ID card database.
The university may release the photograph externally from the ID card database only in the following cases: (1) in compliance with written/electronic authorization from the cardholder (2) to comply with valid legal requests or orders to produce the photograph as approved by the Office of the General Counsel; (3) to otherwise comply with applicable federal, state or local laws or regulations as approved by the Office of the General Counsel.
In cases involving law enforcement proceedings or investigations, such as personal protection orders, requests must be made through the Department of Public Safety (DPS). If approved by DPS, the request must then be sent to the Office of the General Counsel for approval prior to release of the photograph. If approval is received from the Office of the General Counsel, the photograph will be released to DPS by Mcard Administration.
Refer to Standard Practice Guide 601.13 for further explanation.