Mountaineer Card Guidelines

Purpose

West Virginia University issues an official photo identification card to students, faculty, staff, and other affiliated individuals to verify identity and to manage access to various university services and facilities. Individuals officially recognized as being affiliated with the institution are expected to maintain possession and control of their photo identification card at all times and have it in their possession when on university premises since university officials may require presentation of the card when conducting duties for the university.

Scope

These guidelines apply to all individuals who use the services and facilities of West Virginia University and are affiliated with the institution. This includes but is not limited to enrolled students, faculty, staff, retired faculty and staff, emeritus faculty, and visitors who are required to show their affiliation with the institution and to identify themselves to obtain those services.

Official Photo Identification Card

  1. The official identification card of the university is known as the Mountaineer Card. The university issues one Mountaineer Card to individuals officially recognized as being affiliated with the institution. These include but are not limited to:

    • Students – all students enrolled and in attendance at the university
    • Faculty/Staff – all faculty and staff members with a full- or part-time appointment, retired faculty and staff, and emeritus faculty with an active appointment
    • Visitor – visiting consultants, vendors, contractors, and other affiliated personnel who are authorized to be on university premises unescorted and authorized to use the services and facilities of the university under sponsorship of a department
  2. The Mountaineer Card contains a photograph and electronic identification, authentication, and access credentials intended to provide the university with a mechanism for identity verification, electronic validation, authentication, and verification of authorized access to services. In the interest of public safety and security, no person will be issued a Mountaineer Card without a recognizable photograph or digital image.

  3. Identification information collected for production of the card may be used by the university to support the safety and security of campus resources and to support the mission of the university.

  4. The Mountaineer Card is the property of West Virginia University and as such, it can be confiscated, deactivated, and invalidated upon expiration of its intended use, or upon any misuse, forgery, or alteration. Faculty and staff must turn in their Mountaineer Card to Human Resources, Mountaineer Card Services, or their supervisor upon termination of employment. Visitor cards must be turned in to the supervisor or other appropriate administrative contact person upon conclusion or termination of the affiliation necessitating the Mountaineer Card.

  5. Upon request of a member of the West Virginia University Police Department or any officer of the university, an individual on university premises may be required to provide information and documentation to establish their identification and affiliation with the university. The Mountaineer Card is an official identity document used to verify the identity of the bearer of the card.

Issuance of Photo Identification Card

  1. New faculty, staff, and students will be issued a Mountaineer Card upon appointment or enrollment at the university at no cost.

  2. Other individuals may be issued a Mountaineer Card upon proper verification of identity and sponsorship of a university department. Vice Presidents, Deans, Directors, and Department Chairs are responsible for sponsoring visiting consultants, vendors, contractors, and other non-university personnel who are authorized to be on university premises or require electronic credentials to use university services.

  3. No person will be issued a Mountaineer Card until the identity of the individual can be verified. Identification documents presented must be issued by an appropriate governmental agency and contain a photographic or digital image.

Replacement of Photo Identification Card

  1. Lost/Stolen Cards: Lost or stolen Mountaineer Cards should be immediately reported to Mountaineer Card Services. Replacement costs are the responsibility of the cardholder. The cost to replace a lost or stolen card is $20.00.

  2. Broken/Damaged Cards: Mountaineer Cards must be replaced if they are broken or damaged. The remaining pieces of the card must be returned to Mountaineer Card Services. Mountaineer Cards that break or become unreadable will be replaced at a cost of $10.00 to the cardholder.

  3. Status Change: Mountaineer Cards must be replaced if the relationship of a cardholder to the university changes, such as their primary affiliation or their hiring department. No fee will be charged if a replacement card is required.

  4. Name Change: Mountaineer Cards must be replaced if a cardholder has a legal name change. If a faculty or staff member has a legal name change, that individual must report the change to WVU Human Resources. If a student has a legal name change, that individual must report the change to the Office of the University Registrar. In neither case will a replacement fee be charged.

  5. Appearance Changes: The Mountaineer Card must be replaced if the university determines that a cardholder’s appearance has changed significantly so that the Mountaineer Card is no longer effective to verify the person’s identity. No replacement fee is charged.

  6. Personal Changes: If a cardholder requests a new Mountaineer Card for personal reasons, the replacement costs are the responsibility of the cardholder.

  7. If a replacement Mountaineer Card is necessary for any reason, the original card, if in the possession of the cardholder, must be returned to Mountaineer Card Services.

Unauthorized Use of Photo Identification Card

  1. The Mountaineer Card is not transferable. Only the person to whom the Mountaineer Card has been issued is eligible to use the Mountaineer Card. Any transfer, alteration, falsification, or forgery of a Mountaineer Card may result in appropriate disciplinary action. In addition, fraudulent or illegal use of the Mountaineer Card may result in criminal charges.

  2. If a lost Mountaineer Card is found, it should be returned to Mountaineer Card Services.

  3. The Mountaineer Card shall not be defaced, modified, altered, changed, tampered with, or deliberately damaged.

  4. The Mountaineer Card may only be used by the person to whom it was issued and may only be used for authorized purposes.

Questions?

Contact Mountaineer Card Services for any questions regarding these guidelines at 304-293-CARD (2273).