All ID Cards, UINs, and Data Services Policies

The UIN was established in 1996 to limit the number of University of Illinois systems that use Social Security numbers to identify individuals’ records. UINs never change or expire. If you leave the University and return, your original UIN remains valid and will be used.

UINs are automatically generated when employees are hired or students apply for admission. For those who are not employees or students, units may need to request a UIN.

Only a University unit may request a UIN for a person. Individuals cannot make that request for themselves.

Department cards do not identify individuals. They are used to grant as-needed access to card-based services. Examples include services such as photocopying, door access, or laundry. The services accessed by department cards varies by campus.

Unit name badges are used to identify individuals only for a unit. Badges typically display the employee’s photo and name and the unit’s logo and name. Name badges do not entitle bearers to any privileges or services beyond those granted by the unit identified on the badge.

Name badges are not ID cards and do not contain bar code numbers, magnetic stripes, proximity circuitry, or any electronic capability.

Visitor ID cards may be issued to short-term guests, community members with paid campus recreation membership, and other persons with short-term, limited, and/or less formal University ties. The visitor’s role and need affect whether or not they are issued an ID card.

Only a University unit may request an ID card for a visitor. Visitors cannot make that request for themselves.

Conference cards are used mainly to provide service access for event participants. They are not assigned permanently to particular individuals because they are intended for short-term use and may be re-used. Conference cards must be returned at the end of a conference. The unit that hosts a conference is responsible for the distribution, use, and collection of these cards.

Because i-card Programs is responsible for limiting the number of cards used to access services, University-affiliated organizations who want cards must contact and coordinate their efforts with i-card Programs.

i-card Programs does not provide the services accessed by the card. If you want services for your group, contact the units that provide those services.

i-card Programs provides card swipe services for ongoing operations and for one-time or recurring events such as fee-based services, career fairs, and elections.

When a person swipes their ID card, the swipe reader records attendance or uses your unit’s business rules to authorize persons for entry. Card swipes alert you when a person is not authorized to receive your services or has an expired card. They also provide up-to-date information on a cardholder’s status at the University.

There is a fee for event-based card swipe services to help defray the cost of equipment set-up and tear-down.

i-card Programs provides access to data about persons that units may use to confirm current status or eligibility for services. This data may only be used in the conduct of University business.

All i-card holders must turn in their i-cards when they leave the University.

A proximity card uses an embedded circuit and antenna to relay access information when it is near - in proximity - to a reader. All proximity cards, key fobs, and other proximity devices used at the University of Illinois must be ordered from i-card Programs.

There are 3 types of proximity devices:

• Individual ID cards that look and work like regular ID cards, and are associated with one person
• Department cards
• Department key fobs

Last Updated: October 21, 2011 | Approved: Senior Associate Vice President for Business and Finance - January 2002