Massachusetts Institute of Technology

OFFICIAL MIT ID NUMBERS | ELIGIBILITY REQUIREMENTS FOR MIT ID CARDS |
CARD FRAUD, MISUSE AND CARD SHARING | ID IMAGE POLICY

OFFICIAL MIT ID NUMBERS:

A member of the MIT community may only have one official MIT ID number. Once an MIT ID number has been assigned to a person, that is the MIT ID number that they will have regardless of their status within the MIT community. In order to obtain an MIT ID number, an eligible person must provide either their Social Security number or the month and day of their date of birth. Since an official MIT ID number is a requirement of obtaining an MIT ID Card, it follows that in order to obtain an MIT ID Card, a person must provide either their Social Security number or the month and day of their date of birth when applying for an MIT ID Card.

ELIGIBILITY FOR STUDENT ID CARDS:

Fall Semester Admit -- If a student is eligible to register for the fall semester and there are no holds on his or her registration in the MIT Student Information System (MITSIS), then that student may obtain an official MIT Student ID card on or after August 15th in the same year that he or she becomes eligible to register.

Spring Semester Admit -- If a student is eligible to register for the spring semester and there are no holds on his or her registration in the MIT Student Information System (MITSIS), then that student may obtain an official MIT Student ID card on or after January 15th in the same year that he or she becomes eligible to register.

Summer Semester Admit -- If a student is eligible to register for the summer semester and there are no holds on his or her registration in the MIT Student Information System (MITSIS), the that student may obtain an official MIT Student ID card on or after May 15th in the same year that he or she becomes eligible to register.

Student ID Card Expiration Date -- The expiration date for an MIT Student ID card is determined by the "Earliest Likely Separation Date" as recorded by the Registrar's Office in MITSIS. If the Earliest Likely Separation Date falls within the fall semester, then the expiration date for that Student ID card is set for January 30th of the following year; Earliest Likely Separation Dates that fall within the spring semester get an expiration date of June 30th in that same year; and Earliest Likely Separation Dates that fall within the summer semester get an expiration date of August 30th in that same year.

ELIGIBILITY FOR EMPLOYEE ID CARDS:

Employees may receive an official MIT Employee ID's on or after their first official start date as determined by the MIT Human Resources Department. Employees cannot receive MIT Employee ID's prior to their official start date. Please call the Card Office at X3-3475 to find out whether or not you are eligible for an MIT Employee ID.

ELIGIBILITY FOR SPOUSE/PARTNER MIT ID CARDS:

Spouses, partners, and significant-others of current MIT employees or students are eligible to obtain an MIT Spouse/Partner ID Card. In order to qualify for an MIT Spouse/Partner ID Card, a spouse or partner of a current MIT employee or student must apply in person at the MIT Card Office and must present three pieces of information – The official MIT ID Card of the MIT employee or student with whom they are associated; an official form of photo identification of themselves; and legal proof of a relationship (marriage certificate, joint banking or credit card account information, a current lease with both names listed, joint utility bill, etc.). The MIT Card Office reserves the right to determine what constitutes legal proof of a relationship. Spouses or partners of Alumni, retirees, contractors/vendors, or temporary employees are NOT eligible to receive an MIT Spouse/Partner ID Card. Children, siblings, and parents of any MIT community member are NOT eligible to receive an MIT ID Card.

To renew an expired Spouse/Partner MIT ID Card, the spouse or partner of a current MIT employee or student must apply in person at the MIT Card Office, and must bring two pieces of information – The official MIT ID Card of the MIT employee or student with whom they are associated and the expired Spouse/Partner Card.

ELIGIBILITY FOR MIT ALUMNI ID CARDS:

To be eligible for an MIT Alumni ID, MIT Alumni must be members of the Alumni Association as defined in the following passage from the Alumni Association Constitution:

The following shall be regular members of the Association:

a) All persons who have received a degree from the Institute;

b) Such other persons as have been connected with the Institute for at least one full term, as students in any class already graduated, in special full-time programs, or for at least two full terms for postgraduate pursuits.

MIT ID CARDS FOR UNOFFICIAL MEMBERS OF THE MIT COMMUNITY:

[NOTE: For the purpose of this policy, “DLC (Department/Lab/Center) Sponsored ” is defined as a member of the MIT community who IS NOT a regular employee, student, retiree, alumni, spouse/partner of an MIT student, spouse/partner or an MIT regular employee, and DOES NOT have a Human Resources record (as a regular employee, temporary employee or other unpaid position, e.g. Research Affiliate). Examples of unofficial members of the MIT community include contractors, vendors, or temporary employees. This procedure is specifically designed to accomodate non-MIT persons who have a valid need to get an MIT ID Card and shall not apply to any person who can obtain an MIT ID Card throught the normal channels.]

In order to sponsor an unofficial member of the MIT community for an official DLC Sponsored MIT ID card, the MIT Card Office needs to receive an official DLC Sponsored ID Card Request form completed by an MIT Administrative Officer or an official designee as appointed by an Administrative Officer or Department Head. A listing of Administrative Officers and/or official designees is kept at the MIT Card Office. The sponsored person must bring a completed ID request form and one form of photo ID (driver's license, passport, etc.) with them when they visit the MIT Card Office in order to obtain a DLC Sponsored MIT ID Card. The maximum expiration date that is available for this type of appointment is one year from hte date that the official request form is received by the MIT Card Office.

Procedure Guidelines:

* To find out who your authorized Administrative Officer or official designee is, please contact the Card Office at mitcard@mit.edu;
* If your department does not currently have an Administrative Officer or official designee on file with the MIT Card Office, your department Head may email the MIT Card Office directly at mitcard@mit.edu and request that we add a person(s) to our listing of authorized individuals;
* The official MIT DLC Sponsored ID Card request form is available from the MIT Card Office. Administrative Officers or official designees may request that a hard copy of this form be mailed to them, or the MIT Card Office can email an electronic copy of this form to you;
* The MIT Card Office reserves the right to deny requests that are incompletely or improperly submitted (no photocopied signatures, please.)

ELIGIBILITY FOR MORE THAN ONE TYPE OF MIT ID CARD:

A member of the MIT community may only have one valid MIT ID Card. Although it is possible for someone to be eligible for an MIT ID Card under more than one legitimate criterion (e.g. someone who is both an alumnus/ae and an employee), only one ID card will be issued to a person concurrently. The MIT Card Office reserves the right to determine which type of MIT ID Card is most appropriate.

CARD FRAUD, MISUSE AND CARD SHARING:

MIT ID Card rights and privileges are not transferable. The misuse of the MIT ID Card and privileges associated with the MIT Card will be punished with disciplinary action. Misuse of the MIT Card includes but is not limited to the following:

* Authorized or unauthorized use of the MIT ID by someone other than the person who's name appears on the front of the card
* Loaning of your MIT ID to another person so that he/she may access doors, TechCASH, Athletics, libraries or any other privileges assigned to the card
* Giving your card to anyone

ID IMAGE POLICY:
The MIT Card Office reserves the right to require that someone have a new ID photo taken when a new MIT ID Card is produced if the Card Office staff feels that the current photo on file no longer looks like the cardholder.

Images captured by the MIT Card Office are stored for a maximum time of 4 years. During that 4 year period, you may request that your old photgraph be used on any card replacements that you request. We are unable to use any photograph that is more than 4 years old.






				Policies Regarding Distribution and Acceptable Use of the MIT ID OFFICIAL MIT ID NUMBERS \| ELIGIBILITY REQUIREMENTS FOR MIT ID CARDS \| CARD FRAUD, MISUSE AND CARD SHARING \| ID IMAGE POLICY OFFICIAL MIT ID NUMBERS: A member of the MIT community may only have one official MIT ID number. Once an MIT ID number has been assigned to a person, that is the MIT ID number that they will have regardless of their status within the MIT community. In order to obtain an MIT ID number, an eligible person must provide either their Social Security number or the month and day of their date of birth. Since an official MIT ID number is a requirement of obtaining an MIT ID Card, it follows that in order to obtain an MIT ID Card, a person must provide either their Social Security number or the month and day of their date of birth when applying for an MIT ID Card. ELIGIBILITY FOR STUDENT ID CARDS: Fall Semester Admit -- If a student is eligible to register for the fall semester and there are no holds on his or her registration in the MIT Student Information System (MITSIS), then that student may obtain an official MIT Student ID card on or after August 15th in the same year that he or she becomes eligible to register. Spring Semester Admit -- If a student is eligible to register for the spring semester and there are no holds on his or her registration in the MIT Student Information System (MITSIS), then that student may obtain an official MIT Student ID card on or after January 15th in the same year that he or she becomes eligible to register. Summer Semester Admit -- If a student is eligible to register for the summer semester and there are no holds on his or her registration in the MIT Student Information System (MITSIS), the that student may obtain an official MIT Student ID card on or after May 15th in the same year that he or she becomes eligible to register. Student ID Card Expiration Date -- The expiration date for an MIT Student ID card is determined by the "Earliest Likely Separation Date" as recorded by the Registrar's Office in MITSIS. If the Earliest Likely Separation Date falls within the fall semester, then the expiration date for that Student ID card is set for January 30th of the following year; Earliest Likely Separation Dates that fall within the spring semester get an expiration date of June 30th in that same year; and Earliest Likely Separation Dates that fall within the summer semester get an expiration date of August 30th in that same year. ELIGIBILITY FOR EMPLOYEE ID CARDS: Employees may receive an official MIT Employee ID's on or after their first official start date as determined by the MIT Human Resources Department. Employees cannot receive MIT Employee ID's prior to their official start date. Please call the Card Office at X3-3475 to find out whether or not you are eligible for an MIT Employee ID. ELIGIBILITY FOR SPOUSE/PARTNER MIT ID CARDS: Spouses, partners, and significant-others of current MIT employees or students are eligible to obtain an MIT Spouse/Partner ID Card. In order to qualify for an MIT Spouse/Partner ID Card, a spouse or partner of a current MIT employee or student must apply in person at the MIT Card Office and must present three pieces of information – The official MIT ID Card of the MIT employee or student with whom they are associated; an official form of photo identification of themselves; and legal proof of a relationship (marriage certificate, joint banking or credit card account information, a current lease with both names listed, joint utility bill, etc.). The MIT Card Office reserves the right to determine what constitutes legal proof of a relationship. Spouses or partners of Alumni, retirees, contractors/vendors, or temporary employees are NOT eligible to receive an MIT Spouse/Partner ID Card. Children, siblings, and parents of any MIT community member are NOT eligible to receive an MIT ID Card. To renew an expired Spouse/Partner MIT ID Card, the spouse or partner of a current MIT employee or student must apply in person at the MIT Card Office, and must bring two pieces of information – The official MIT ID Card of the MIT employee or student with whom they are associated and the expired Spouse/Partner Card. ELIGIBILITY FOR MIT ALUMNI ID CARDS: To be eligible for an MIT Alumni ID, MIT Alumni must be members of the Alumni Association as defined in the following passage from the Alumni Association Constitution: The following shall be regular members of the Association: a) All persons who have received a degree from the Institute; b) Such other persons as have been connected with the Institute for at least one full term, as students in any class already graduated, in special full-time programs, or for at least two full terms for postgraduate pursuits. MIT ID CARDS FOR UNOFFICIAL MEMBERS OF THE MIT COMMUNITY: [NOTE: For the purpose of this policy, “DLC (Department/Lab/Center) Sponsored ” is defined as a member of the MIT community who IS NOT a regular employee, student, retiree, alumni, spouse/partner of an MIT student, spouse/partner or an MIT regular employee, and DOES NOT have a Human Resources record (as a regular employee, temporary employee or other unpaid position, e.g. Research Affiliate). Examples of unofficial members of the MIT community include contractors, vendors, or temporary employees. This procedure is specifically designed to accomodate non-MIT persons who have a valid need to get an MIT ID Card and shall not apply to any person who can obtain an MIT ID Card throught the normal channels.] In order to sponsor an unofficial member of the MIT community for an official DLC Sponsored MIT ID card, the MIT Card Office needs to receive an official DLC Sponsored ID Card Request form completed by an MIT Administrative Officer or an official designee as appointed by an Administrative Officer or Department Head. A listing of Administrative Officers and/or official designees is kept at the MIT Card Office. The sponsored person must bring a completed ID request form and one form of photo ID (driver's license, passport, etc.) with them when they visit the MIT Card Office in order to obtain a DLC Sponsored MIT ID Card. The maximum expiration date that is available for this type of appointment is one year from hte date that the official request form is received by the MIT Card Office. Procedure Guidelines: * To find out who your authorized Administrative Officer or official designee is, please contact the Card Office at mitcard@mit.edu; * If your department does not currently have an Administrative Officer or official designee on file with the MIT Card Office, your department Head may email the MIT Card Office directly at mitcard@mit.edu and request that we add a person(s) to our listing of authorized individuals; * The official MIT DLC Sponsored ID Card request form is available from the MIT Card Office. Administrative Officers or official designees may request that a hard copy of this form be mailed to them, or the MIT Card Office can email an electronic copy of this form to you; * The MIT Card Office reserves the right to deny requests that are incompletely or improperly submitted (no photocopied signatures, please.) ELIGIBILITY FOR MORE THAN ONE TYPE OF MIT ID CARD: A member of the MIT community may only have one valid MIT ID Card. Although it is possible for someone to be eligible for an MIT ID Card under more than one legitimate criterion (e.g. someone who is both an alumnus/ae and an employee), only one ID card will be issued to a person concurrently. The MIT Card Office reserves the right to determine which type of MIT ID Card is most appropriate. CARD FRAUD, MISUSE AND CARD SHARING: MIT ID Card rights and privileges are not transferable. The misuse of the MIT ID Card and privileges associated with the MIT Card will be punished with disciplinary action. Misuse of the MIT Card includes but is not limited to the following: * Authorized or unauthorized use of the MIT ID by someone other than the person who's name appears on the front of the card * Loaning of your MIT ID to another person so that he/she may access doors, TechCASH, Athletics, libraries or any other privileges assigned to the card * Giving your card to anyone ID IMAGE POLICY: The MIT Card Office reserves the right to require that someone have a new ID photo taken when a new MIT ID Card is produced if the Card Office staff feels that the current photo on file no longer looks like the cardholder. Images captured by the MIT Card Office are stored for a maximum time of 4 years. During that 4 year period, you may request that your old photgraph be used on any card replacements that you request. We are unable to use any photograph that is more than 4 years old.