Administrative Policies and Procedures Manual - Policy 1050: Photo Identification Cards
Date Originally Issued: 05-08-1998
Revised: 06-01-2001, 01-01-2008
Subject to Change Without Notice
The official form of University identification is the University photo identification card called the Lobo Card. Lobo Cards are issued to University students, faculty, full-time and part-time regular staff, emeritus faculty, retirees, and other eligible individuals such as students in special programs and volunteers. Lobo Cards are issued with the individual's photo taken by the University Lobo Card Office. Lobo Cards are the property of the University and must be returned upon request.
The Lobo Card is issued once and is valid immediately. The expiration date is determined by the individual's relationship to UNM and assigned by the Banner system, and the card is deactivated:
- when a student is no longer registered at UNM (student Lobo Cards are re-activated for subsequent enrollment activity if within four (4) semesters of issuance date);
- the termination or end date indicated on the employee's Faculty Contract or Personnel Action Notice (PAN); or
- in the number of days determined by the specific affiliate role assigned to an individual, contractor, or guest student authorized according to Section 2. herein.
Each student is required to have a Lobo Card and returning students are required to keep their cards. There is a replacement fee for lost cards. Employees are not required to have a Lobo Card; however, a Lobo Card may be necessary to obtain certain University services or benefits and/or access to buildings and parking facilities. If required for operational needs, individual departments may require employees to have a Lobo Card. University Health Sciences Center employees receive identification badges printed by the UNMH Security Office. These cards will be encoded to function as their Lobo Card.
2. Assignment of Cards
The Lobo Card Office, located in the Student Union Building (SUB), Room 1077 will issue Lobo Cards to eligible individuals. Proper identification, including a government issued photo ID, is required. At specified times, satellite sites may be set up at other locations for the convenience of students and employees. Individuals with special needs should contact the Lobo Card Office for assistance.
A department wishing to request a Lobo Card for an individual who is not a regular student, faculty member, or regular staff employee should submit appropriate paperwork to the office or individual tasked with Banner General Person data entry for that department. Once properly entered into Banner General Person, the individual should be assigned to the appropriate affiliate role. Once the individual has been assigned to the correct affiliate role with a valid expiration date, the Banner system will generate a record for the Lobo Card database. At that point the individual can, by presenting proper, government-issued Photo ID, received an affiliate Lobo Card.
2.1 Lost or Stolen Cards
Employees must immediately report lost or stolen cards to the appropriate dean, director, or department head and the Lobo Card Office. Students must immediately report lost or stolen cards to the Lobo Card Office. The Lobo Card Office will deactivate the cards. Anyone finding a Lobo Card should turn it in to the Lobo Card Office.
2.1.1. Lost Cards
Each person will be charged a fee to replace a lost card. The lost card fee must be paid at the Lobo Card Office. A University department may not waive this fee for the individual. To obtain a replacement card, the individual must bring a government-issued picture ID to the Lobo Card Office.
2.1.2. Stolen Cards
Employees and students must report stolen cards to the UNM Police Department. To obtain a replacement card, the individual must bring a copy of the police report to the Lobo Card Office. There is no charge for replacing a stolen card; however, anyone filing a false police report will be subject to discipline and/or criminal charges.
2.2. Damaged or Incorrect Cards
There is no fee for replacing a card with a malfunctioning mag stripe.
3. Disclosure of Information
Lobo Cards issued will display the individual's name, photograph, status, and UNM ID number, along with the Lobo Card number. Faculty and staff employees who are also students may have two (2) status designations listed on their Lobo Cards. For security reasons, multiple cards will not be issued. The individual's name, UNM ID number, and Lobo Card ISO number will be imbedded in the mag stripe data.
This information is used to process the card and will be treated as private, confidential information to the extent permitted by law and will be used only for official University business. The information will not be disclosed to outside organizations without the explicit written consent of the individual.
4. Lobo Card Activated Benefits and Services
The Lobo Card allows eligible individuals to use certain University services and benefits as defined by University policy. The Lobo Card is unique to each individual and will allow only those services or benefits the individual is entitled to, such as allowing library services but not access to a particular building or parking structure.
Benefits may include, but are not limited to:
- use of seven (7) UNM libraries, Johnson Center, and other recreational facilities;
- discounts given by University organizations, including Athletics and Popejoy; and
- LoboCa$h declining balance account access.
In addition, a number of merchants in Albuquerque offer University students and/or employees discounts.
4.2. Electronic Key Cards
The Lobo Card may allow specific individuals access to certain buildings and parking facilities. Electronic key cards must be authorized by the cognizant dean, director, and department head.
5. Fraudulent Use
Re-touching or alternation of card photographs are prohibited. Unauthorized possession, use, or reproduction of a Lobo Card is prohibited and may constitute theft. In such cases, the individual(s) involved will be prosecuted (30-14-2 NMSA 1978). Violation of this policy may result in disciplinary action.
6. Change in Employment or Affiliation with UNM
6.1. Separation of Employment
6.1.1. Staff Employees
A staff employee who separates from the University, must turn in his or her Lobo Card and any other University identification to the Division of Human Resources. The Division of Human Resources must sign off on the Separation Check-Off List in accordance with "Separation of Employment" Policy 3225, UBP.
6.1.2. Faculty - Main Campus
A faculty member who separates from the University, must turn in his or her Lobo Card and any other University identification to the Faculty Contracts/Services Office. The Faculty Contracts/Services Office must sign off on the Faculty Termination Checklist. Checklist forms are available from the Faculty Contracts/Services Office.
6.2. Change in Employment Status or University Affiliation Other Than Separation
If the status designated on an individual's Lobo Card changes, the individual should turn in the card to the Lobo Card Office. The Lobo Card Office will replace it with a card appropriate for the new status. An individual whose affiliation with the University ends must return his or her Lobo Card to the department or unit where the individual was affiliated. The department will return the Lobo Card to the Lobo Card Office.
Revenue generated by the Lobo Card goes toward the operation of the Lobo Card Office.