Reviewed and approved by Executive Tier, May 9, 2012
The scope of this policy covers usage of identification photos outside of the purpose of HawkCard photo ID.
HawkCard Photo ID
It is the policy of the University of Wisconsin - Whitewater that all faculty, staff, students and other persons acting on behalf of the University or gaining access to resources or services obtain and maintain a single, current Universal Identification Card (HawkCard) which is issued by the HawkCard office, the authorized ID issuing service. The card will contain a photo. The photo will be digitally stored. Stored photos will be used for security, identification and internal business purposes. For additional details on the HawkCard IDs, see HawkCard General Policy on Identification Photo Use.
The identification photo itself is considered an institutional data element and should be managed accordingly. When a photograph is taken for the issuance of a HawkCard, the digitized photo will be stored electronically for identification and security purposes. In addition, the photo may be used for approved, internal University business purposes. Photographs used for these purposes will not be shared with anyone outside of the University without explicit permission from the cardholder except as required by law.
Cardholders are automatically excluded from having their photos used for University community purposes (e.g., internal Web sites, Facebooks, Department rosters) unless the departments/schools/units obtain written/electronic permission from the cardholder for the intended use. In this situation, the HawkCard digitized photograph will not be released from the ID Card database without the cardholder's electronic authorization.The individual or organization taking the photo may release the photograph for other purposes only in the following cases:
The University will provide a process for cardholders to set and/or change Privacy levels. Individuals wishing to change their original Privacy level have the option to do it at any time.
Through iConnect-Access, the University provides a process for individuals to select their preferred level, and/or withdraw their authorization or change their privacy level selection. Default privacy levels have been established based on input from campus governance groups, Spring 2012.Faculty / Staff Photo Privacy Levels
Student Photo Privacy Levels
Service level agreements (SLA's) allow Information, Communication and Information Technology to offer colleges, departments and university organizations IT services on an enterprise level.