1.0 Policy Purpose
The purpose of this policy is to codify the issuance, use, and management of the Brown University identification card (Brown Card) as the University’s official identification card, ensuring secure access, proper authentication, and responsible usage by all cardholders.
2.0 To Whom the Policy Applies
This policy applies to faculty, staff, students, contractors, and affiliates.
3.0 Policy Statement
The Brown Card serves as the official identification card for students, faculty, staff, contractors, and affiliates within the University community. It facilitates access to campus facilities, services, and events, and enhances campus security by verifying the identity of individuals on university premises. It may also be used for some financial transactions. All faculty, staff, and students are required to obtain a Brown Card and carry it at all times while on campus.
The Brown Card Office and University officials, including Public Safety Officers, have the unqualified right to require that a cardholder present their Brown Card at any time.
3.1 Cardholder Responsibilities
The Brown Card is issued to an individual and is strictly non-transferable. Only the person to whom it is issued may use the card.
Cardholders must:
- Present the Brown Card when required for access to University buildings, services, events or other privileges as determined by the Brown University Card Access System or University Officials.
- Present the Brown Card when required by a University official.
- Use the card for certain financial transactions (e.g., Bear Bucks) using the physical Brown Card.
- Promptly report a lost or stolen Brown Card.
3.1.1 Maintenance and Replacement
Cardholders are responsible for protecting and maintaining their Brown Card. Cards should be protected like a credit or debit card. Damaged or defaced cards may be considered invalid.
- Loss or Theft: In case of loss or theft, cardholders must immediately deactivate their card through MyAcount or my.brown.edu.
- Replacement: A replacement fee may be charged for lost, stolen, or damaged cards.
3.2 Ownership and Return of the Brown Card
Brown Cards are University property. Upon termination of employment or separation from the University, cardholders must return their Brown Card along with any other University property.
3.3 Prohibited Use
Fraudulent use of a Brown Card is strictly prohibited and may result in disciplinary action. Fraudulent use includes, but is not limited to, using or permitting the use of the card by a person other than the individual to whom it was issued or for the benefit of a person not entitled to the access or privileges for which the card was used.
3.4 Brown Card Data
The photo image, along with and all other cardholder related information, is confidential and is treated as such. This information will be used exclusively for official University business. Photo images or cardholder information will not be made available electronically or otherwise for any other purpose.
4.0 Definitions
- Affiliate:
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Individuals who are not regular students, faculty or staff at the University but who are performing work for a unit which requires that they have a Brown Card through the Sponsored ID program.
- Brown Card:
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Brown University identification card.
- Cardholder:
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Student, faculty, staff, contractor, or affiliate who has a physical Brown Card.
5.0 Responsibilities
All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors and employees with student oversight duties are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it.
Supervisors and managers are responsible for obtaining the Brown Card from terminating employees and returning cards to the Brown Card office.
6.0 Consequences for Violating this Policy
Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures.
7.0 Related Information
Brown University is a community in which individuals are encouraged to share concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).
The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.
7.1 Related Policies
7.2 Related Procedures
7.3 Related Forms
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7.4 Frequently Asked Questions
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7.5 Other Related Information
Policy Owner and Contact(s)
Policy Owner: Executive Vice President for Finance and Administration
Policy Approved by: President
Contact Information:
Policy History
Policy Issue Date:
Policy Effective Date:
Policy Update/Review Summary:
Policy updated to new University policy format.
Previous policy version(s) superseded by this policy:
- Employee Identification Cards, Review Date: January 30, 2019