Purchasing and Business Services Manual (PUR)

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Effective: 7/1/1997

Revised: 7/1/2018

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PUR 703: Sun Devil Card Services

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Purpose

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To explain ASU’s official, university identification requirements, the ASU ID card services, and ASU’s role in handling ID-card data

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Source

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University policy

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Eligibility

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ASU students, employees, and qualifying university affiliates (with written affiliation agreements with the university)

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Policy

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ASU requires all on campus and extended campus students, employees, and qualifying university affiliates to obtain an official ASU ID card. With the exception of eligible new employees, the ASU ID card is issued for a fee. Online students are required to have an approved photo on file with Sun Devil Card Services.

There are two options for obtaining official ASU ID. The Sun Card and the Pitchfork ID Card are the official ASU ID cards and as such represent the cardholder’s “proof” of affiliation with the university. For example, the basic university ID card, the Sun Card, allows access to, and may be required for, certain university services and privileges, such as:

  • ASU Libraries, which includes the privilege of checking out materials
  • some buildings, classrooms, and/or residence halls (using a 16-bit iCLASS® chip)
  • Sun Devil Fitness facilities
  • academic advising and testing
  • employee identification

as well as for other optional services, including, but not limited to:

  • campus meal plans, such as Maroon and Gold (M&G) Dollars
  • Sun Devil Athletics events
  • campus copy and print services.

Only the person pictured on the Sun Card or Pitchfork ID Card is authorized to use that card to make purchases or conduct other business. Furthermore, a Sun Card or Pitchfork ID Card is not transferable from one person to another.

Cardholders are issued only one official, university ID card. Duplicate Sun Cards or Pitchfork ID Cards must be surrendered to authorized personnel, upon request, for proper destruction. One must report a stolen, lost, or misplaced card immediately.

The Pitchfork ID Card is issued by MidFirst Bank, pursuant to license by MasterCard® International. Use of the card is subject to the terms of the agreement, as amended, under which it was issued. Eligibility of Pitchfork ID Cards is governed by Midfirst Bank.

ASU ID cards are considered university property and must be surrendered upon separation from ASU. For more information, see ACD 508–06, “Resignation of a Faculty Member or Academic Professional,” and SPP 1007, “Processing Terminations of Employment.” (However, qualifying university affiliates, such as those of emeritus status, may be eligible for an ASU ID card. See ACD 607–01, “Emeritus Status.”)


ASU’s ID-Card Data Handling Requirements and Responsibilities

Records Retention

ASU will retain all applicable records.

Card Retention and Destruction

Arizona State University reserves the right to hold all lost/stolen cards returned to Sun Devil Card Services for 90 days. After that period, lost/stolen Sun Cards will not be returned to cardholders for any reason and will be shredded. If a card is received that is not the cardholder's most recent, it will be shredded.

University ID Card Photos

The custodian of the university ID card photos is the University Technology Office (UTO). Requests for data and/or access is subject to the review of the Office of General Counsel (OGC).

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Cross-References

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For additional information on ASU ID card requirements, see the Academic Affairs Policies and Procedures Manual, ACD 801, “Identification Cards.”

For information and requirements about returning ASU ID cards upon separation from ASU, see:

  1. the Academic Affairs Policies and Procedures Manual, ACD 508–06, “Resignation of a Faculty Member or Academic Professional”

    and

  2. the Staff Personnel Policies and Procedures Manual, SPP 1007, “Processing Terminations of Employment.”

For information on emeritus status benefits, see the Academic Affairs Policies and Procedures Manual, ACD 607–01, “Emeritus Status.”
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