Identification Card Policy

Purpose

Columbia College is committed to the safety of all students, employees and visitors to the College. To facilitate accountability and security, Columbia College requires employees and students to have proper College issued identification.

Scope

This policy applies to all members of the College community.

Policy

The Columbia College ID Card is the official identification card for every student, faculty, and staff member at Columbia College. It offers a convenient, easy, and safe way to access campus facilities, and use campus services. 

The College ID Card serves as a multipurpose card:

  • College Identification Card
  • Door access at the Columbia MO campus
  • Library card
  • Fitness center access
  • Meal plan card
  • Residence hall access
  • Student access to Columbia College sporting events

The Columbia College ID Card can be used by students to spend their Cougar Bucks (also known as declining dollars) for on-campus purchases at the Cougar Café. Once funds in the campus account are exhausted, students will be unable use ID card for purchases until additional funds are added to the College account.  

The College ID Card is issued for the duration of a student, faculty or staff member’s experience at the College. It should be carried at all times while on College property. It must be presented to the College officials, including Campus Safety Officers upon request.

Required Documentation

To ensure campus safety, individuals must present a valid form of identification prior to receiving the Columbia College ID Card:

  • Valid U.S. government-issued photo ID (driver’s license, military ID, passport, state ID, etc.). Paper copies are not accepted. You may purchase a Missouri state ID at the Department of Motor Vehicles; visit the Licensing Checklist page for documents you will need to provide.

Release of ID Photographs

Student ID photographs are considered a part of an educational record at Columbia College. According to Columbia College’s FERPA Policy, educational records are released only with the written consent of the student. Exceptions to the written consent procedure are listed in the policy. In general, student ID photographs will be used for certain College software programs (i.e. Aviso, Colleague) and access to the photos will be limited to College officials with a legitimate educational interest. ID photographs will also be released in situations when the student’s own health and safety and/or health and safety of other students might be in jeopardy. 

Any requests for access to student ID photographs not previously addressed must be submitted in writing clearly articulating the requesting parties “educational need to know” or other criteria listed in the FERPA policy that would constitute a legitimate right to access student photographs.  

Care of Your ID Card

To protect your Columbia College ID Card, treat it with care as you would your driver’s license or credit card. Shield the ID card from magnets, do not store the ID card in a cell phone case, and do not place the card on or near wireless phone chargers, which overtime can erase the information stored on the strip and render the chip inoperable. Intentionally damaging or altering, including but not limited to, punching holes in or stapling your Columbia College ID Card is prohibited. The ID card has a tendency to bend, break, or scratch if the card is carried in a pocket unprotected. The card should be protected from being bent and scratched at all times. 

Lost, Stolen, or Damaged ID Card

If a student with residence hall access loses their ID card or if the card becomes inoperable during normal business hours (Monday-Friday, 8:00 am – 5:00 pm), they should contact the Student Affairs Office as soon as possible to obtain a new ID card. Additional information can be found in the next section.

If a student with residence hall access loses their ID card after business hours or on a weekend, they should contact the on-duty residence hall resident advisor or the Office of Campus Safety in order to gain access to the residence hall.  

As soon as the student reports the ID card as lost, it will be deactivated so it cannot be used by someone other than the ID card’s owner to access a building. 

Replacement of ID Card

Columbia College ID Cards that are lost or stolen may be replaced for $20, charged to the student’s account. 

Columbia College ID Cards that are broken or unusable due to normal wear and tear will be replaced at no charge at the discretion of Student Affairs staff. To receive a replacement, the non-functioning card must be returned at the time of replacement.

For more information on how to request a Columbia College ID Card replacement, please contact Student Affairs at: (573) 875-7400 or by email at StudentAffairs@CCIS.edu

Fraudulent Use 

The Columbia College ID Card is non-transferable. Only the person to whom the ID card has been issued is eligible to use the ID Card. Forgery, alteration, or misuse of the Columbia College ID Card may result in disciplinary or monetary sanctions. When a new or replacement ID is issued, any previous ID is considered misuse when presented at, including but not limited to, the Library, Fitness Center, food service, etc.

Columbia College ID Cards are the property of Columbia College and as such, they can be confiscated if there is any misuse, forgery or alteration of the ID Card. A student may also be subject to conduct sanctions, as outlined in the Student Code of Conduct. 

Questions  

For questions about this policy or the Columbia College ID Card, please email: StudentAffairs@CCIS.edu.