PROCEDURES FOR POLICY: 4-40
REVISED DATE: 6/12/2025

  1. Purpose:

    To provide policy and procedures regarding college ID cards for students, faculty and staff. The procedures for implementation of this policy are provided below.

  2. Procedure and/or Process Definitions:

    Faculty: an individual under agreement to teach during the current college academic semester.

    Staff: an individual currently employed by the college.

    Student: an individual enrolled in the current college academic semester.

  3. Procedures:

    1. Purpose of ID cards

      1. The college-issued ID card identifies the holder as a member or representative of J. Sargeant Reynolds Community College (Reynolds).
      2. College ID cards are required to access the Downtown Campus (DTC) parking deck, located at 820 North 8th Street, Richmond, VA.
      3. College ID cards are required to utilize college services such as the college shuttles and library services, and to access student spaces including the gym, meditation room and food pantry.

    2. Card design and card system maintenance

      1. Card design work will be coordinated by the Office of the Vice President of Finance and Administration.
      2. Card design will feature the semester/year issued along with the date the card was printed, photograph, college logo, individual’s full name, and individual’s PeopleSoft identification number, (Empl ID number), in text characters and in bar code format. It will also include the state seal of the Commonwealth of Virginia for faculty and staff IDs only.
      3. The following text will be printed on the card to accommodate card loss: “If found, please return this card to: Police Department, J. Sargeant Reynolds Community College, P.O. Box 85622, Richmond, VA 23285-5622.”
      4. The Department of Technology (DOT) along with a third-party vendor is responsible for assistance in specification, installation, maintenance, and repair of all design and creation software, computers, and card printing equipment.
      5. Revisions to the layout or visible appearance and data elements will be approved by the Chief of Police, the Vice President of Finance and Administration, and the Associate Vice President of Human Resources.
      6. Changes and updates to and oversight of the database is under the authority of DOT. Any modifications deemed necessary to the card database will be reviewed and approved in advance by the Chief of Police.

    3. Card issuance requirements

      1. The individual must be currently enrolled as a student or employed as faculty or staff.
      2. Students, faculty and staff must have a current Empl ID.
      3. The individual must present a valid form of photo identification (e.g., driver’s license, Department of Motor Vehicles–issued identification card, passport, etc.)

    4. Card issuance

      1. The Department of Police will issue college ID cards.
      2. Faculty and staff, who are also enrolled in classes will not be required to have a separate student ID card.
      3. Students, faculty and staff may request a college ID card in person Monday–Thursday from 8 a.m. to 8 p.m. in Burnette Hall Room 100, or through the “GET” Mobile application.
        1. Students, faculty and staff sign on “GET” Mobile with their VCCS username and password through multi-factor authentication methods.
        2. The photo used must be a front facing photo from the top of their head to their shoulders.
        3. Once uploaded, the photo will undergo an approval process and upon approval, an e-mail will be sent to their VCCS e-mail account notifying them that their college ID card can be retrieved from the Department of Police.
        4. Department of Police personnel will approve all photo images uploaded into GET Mobile.

    5. Card life cycle and status

      1. Faculty and staff ID cards are valid upon employment and invalid upon termination of employment.
      2. Student ID cards are activated for the Downtown Campus parking deck upon enrollment for the current semester and deactivated on the day after the last day of final exams for each semester.
      3. Students should maintain their ID cards if enrolling for additional semesters. Otherwise, students may be subjected to replacement costs.

    6. ID display policy

      1. Faculty and staff are strongly encouraged to display their IDs.
      2. Accepted methods for ID card display are lapel clip, lanyard, or belt clip.
      3. All college ID card holders (students, faculty, and staff) must show their ID card to ride college-owned shuttles.

    7. Lost and malfunctioning ID cards

      1. A $15.00 fee for the replacement of a lost ID card will be charged. Payment of the fee can be made at any campus Business Office.
      2. In the case of a malfunctioning card, the cardholder should contact the Department of Police for assistance at 523-5219.

    8. Card disposal

      1. Faculty and staff members are required to surrender their ID card(s) upon termination of employment.

  4. Other Information:

    N/A