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FAQ Cards
Eligibility
- I am the spouse of a Harvard affiliate. Am I eligible for an ID card?
Because Harvard University has approximately 50,000 students and benefits-eligible employees at any given time, the additional demands that would be placed on libraries, athletic facilities etc. by these affiliates' spouses would be impossible for the facilities to handle. Therefore there are no cards available to spouses that provide university-wide privileges. The only exception to this rule is beneficiaries of deceased Harvard employees receiving retirement benefits.
Some facilities offer their own cards or access privileges on a fee-for-service basis. For more information, contact the facility you wish to use.
- I am a Harvard alumnus / alumna. Am I eligible for an ID card?
Because there are approximately 270,000 living alumni of Harvard University, the
additional demands that would be placed on libraries, athletic facilities etc. by
providing general access for alumni would be impossible for the facilities to handle.
Therefore there are no cards available to alumni that provide university-wide privileges.
Some facilities, however, offer cards to alumni on a fee-for-service basis. Examples are
the Harvard College Library and the Faculty Club.
These cards imply no access or privilege other than those specified by the issuing facility.
For information on whether you are eligible for such a card, contact the facility you wish to use.
- I am a student at the Division of Continuing Education (DCE). Am I eligible for an ID card?
Whether you are issued a card and what your card entitles you to are based on your affiliation at the Division of Continuing Education (DCE):
Students who are admitted candidates in an AA, ALB, ALM, certificate, or diploma program are eligible to receive Harvard Extension School student ID cards.
- Extension students not enrolled in a program
Students who are not enrolled in a degree, certificate or diploma program are not eligible for ID cards. Your registration confirmation serves to identify you as an Extension School student.
- Summer School students
All Summer School students who are taking a course on campus are eligible for Summer School photo ID cards.
Please note that your privileges may vary significantly based on your affiliation. Contact the Division of Continuing Education at 617 495-4024 to find out exactly what your privileges are.
- I am a temporary employee on the Harvard payroll. Am I eligible for an ID card?
Temporary employees are generally not entitled to receive a regular Harvard ID card, because they do not
receive any of the benefits of employment that go along with the card.
Special photo IDs are available for temporary employees who need them for access purposes. These cards are intended
for identification purposes only. No privilege or access is implied other than that which a facility wishes
to extend to the cardholder. These cards must be requested by an officer of the University. Click
here for more information on obtaining special photo cards.
Extension and Summer School faculty members are the only exception to this rule. While they are
paid on the casual payroll, the Division of Continuing Education has made arrangements with various
facilities to provide services to these employees.
Issue, reissue and replacement
- What do I do if my card is lost / stolen / broken?
Students
Instructions: Students in the following faculties must first obtain an ID card request form before having a lost or stolen card replaced. Except as noted, you may obtain these at your registrar's office:
- Medical School
- School of Public Health
- Business School (go to the Dept. of Operations, Shad Basement, 020)
- GSAS Special Students Program (go to the Special Students Office, Holyoke Center 3rd floor)
- Division of Continuing Education - Summer School
- Division of Continuing Education - Extension School (go to your program's office, 51 Brattle St.)
The Business School, Medical School, School of Public Health, Dental School, and Extension School will process your card replacement from start to finish if it is inconvenient for you to come to our office. For more information, ask at the relevant office when you fill out your ID card request form.
Other Students - Come to the ID Services central office at 953 Holyoke Center at any time during our normal business hours. Your card will be reissued on the spot. The entire process takes less then 5 minutes.
Charges:
- Lost card charges: There is a charge of $20.00 for the first two photo ID losses per academic year, and a charge of $40.00 for subsequent losses. The charge for loss of a temporary, non-photo ID card is $15.00. Students at the Extension and Summer Schools and students reporting a lost card after the closing date of their final termbill must pay by cash or check. All other students may charge it to their termbill.
- Stolen card charges: HUID will waive any replacement charge for a stolen ID card if the student presents us with a copy of a police report that lists the ID card as one of the stolen items. Otherwise the same charges apply as for lost cards. Students may submit a police report for a full termbill credit with in 30 days.
- Broken card charges: There is no charge for replacement of broken cards; however, the broken card must be returned to the ID office, and we must be able to determine that it is your current card. Otherwise, we must consider it lost and subject to the same replacement charges as lost cards. Do not throw away broken cards.
Notes:
- Affiliates who hold both employee and student cards (e.g. teaching fellows) will be charged only for replacement of lost student cards; however, both cards will need to be reissued.
- For your protection, once a card is reported lost and replaced, it cannot be reactivated.
Forms:
- Card replacement forms are available online on our Forms page.
Employees
Instructions:
Regular employees and extended part time employees:
- Come to ID Services central office at 953 Holyoke Center at any time during our normal business hours. Your card will be reissued on the spot. The entire process takes less then 5 minutes.
- If it is inconvenient for you to come to our office, you may fax a note stating that your card has been lost, or stolen to us at 495-1858. Include your name, ID number or date of birth and your signature. Your card will then be mailed to your office address. If you do not want your ID card to mailed to your office address please include the address you would like it mailed to in the fax. For security reasons we must have written documentation of your request; therefore we are unable to accept requests by phone or email.
Longwood Medical Area has an ID office located in the School of Public Health 677 Huntington Ave. Employees may also go there between 8:00am and 4:00pm Monday – Friday to fill out a request form. They will fax it to Holyoke Center and the card will be sent over that office on the next messenger pick-up day (either Monday or Thursday).
The Business School has a messenger service between the HBS campus and Holyoke Center. HBS Operations will process your card replacement from start to finish if you wish. For more information, contact the HBS Department of Operations at 495-6814.
Temporary employees on Harvard payroll (includes Extension & Summer School faculty):
ID cards for temporary employees on the Harvard payroll are issued only by request of an Officer of the University. Requests for replacement of lost ID cards must go through your department administrator. Extension and Summer School faculty should contact the HR department at DCE.
Charges:
- There is no charge for replacement of an employee card.
Notes:
- Affiliates who hold both employee and student cards (e.g. teaching fellows) will be charged only for replacement of lost student cards; however, both cards will need to be reissued.
- For your protection, once a card is reported lost and replaced, it cannot be reactivated. If you have a card replaced, find the original card and then lose the replacement, you cannot use it. You should bring in the original card and get another replacement.
Forms:
- Card replacement forms are available online on our Forms page.
huid2
SAO Affiliates
Instructions:
SAO employees with no Harvard affiliation:
Please contact the Observatory management office at 495-9059 if your ID card is lost, stolen or broken. They will supply you with the necessary form and then fax it over to ID Services. The card will be replaced and sent by courier back to the management office where it will be updated in the access system. It will then be forwarded to your office. Because the access system must be updated with the card information before you can use it, we cannot replace the cards in person at our counter. For security reasons we must have written documentation of your request; therefore we are unable to accept requests by phone or email.
Joint Harvard / Smithsonian employees:
If your Smithsonian card needs to be replaced, follow the instructions above. If your Harvard ID card needs to be replaced, follow the instructions for Harvard employees.
Charges:
- There is no charge for replacement of a Smithsonian affiliate card.
Other
Special cards are issued by request only. Many faculties or departments have a central office responsible for handling card requests. See one of the following for information on how to replace your lost card.
| System: | Update frequency: |
|---|
| Widener Library Special Borrowers | Go to the Widener Library Privileges Desk, Widener 130. They will update the HOLLIS circulation system with the lost card information and then send you to our office at 953 Holyoke Center. A $10.00 replacement charge may apply. For more information, contact Widener Privileges at 495-4166. |
| Frances Loeb Library Special Borrowers | Contact Robert Angilly, 495-9163. |
| Countway Library Special Borrowers | Contact circulation desk, 432-2136. |
| Business School special cards | Contact the HBS Department of Operations, Shad Basement, 495-6814. |
| Longwood Area special cards | Have your department administrator submit a request through the Longwood Area ID office, SPH-103A, 677 Huntington Ave., 432-0389. |
| FAS Audiovisual Dept. special cards | Contact Amy Thompson, 495-9468. |
| House Resident cards | Contact the Assistant to the Masters of your house. |
| Faculty Club cards | Contact Rita Lam, 495-5758 x1003. |
| Dining Services meal pool / conference cards | Contact Jeff Cuppett, 496-6719. |
| Harvard University Group Health Plan cards | Contact Audrey Sallese, 496-1630. |
| University Health Services cards | Contact Jill Knutson, 495-0542. |
| Special program non-photo cards | the administrator for your special program. |
| OTHER | Contact the administrator who originally requested the card for you. |
- I have Crimson Cash on my card. What happens when the card is replaced?
There is no financial information stored on your card itself. Your balance is tracked
by the Crimson Cash database; the encoded magnetic stripe simply provides the system
with the information needed to access your account.
When your card is reissued, the missing card is disabled. The encoded information is
changed, and the change is passed to the Crimson Cash database within an average
period of fifteen minutes.
The Crimson Cash system is operated by Harvard University
Dining Services. If you have any questions about the service, contact them directly at 496-6600.
- My card will expire shortly. What do I need to do to have it renewed?
Students
Employees
Employees:
- Employees with open-ended or long-term positions are issued ID cards with an October expiration date. You do not need to do anything to renew your card. A new card will automatically be produced and mailed to your home address 2-3 weeks before your current card expires.
- Medical School annual appointees are issued cards once every year. These cards expire on June 30th of each year.
As long as your department has processed an appointment for you, your new card will automatically be produced and mailed to your office address 2-3 weeks before your current card expires. All questions regarding the appointment process for Medical School faculty should be directed to HMS Faculty Services at 432-2035.
- Employees with term appointments that end before the end of our current reissue cycle are issued cards through the end date of their primary appointments.
A new card will automatically be produced and mailed to your office address two weeks before your current card expires, provided that your department processes a new appointment form for you. All questions regarding the appointment process should be directed to your department administrator.
Other
Special cards are issued by request only. Many faculties or departments have a central office
responsible for handling card requests. See one of the following for information on how to
renew your special card.
| Widener Library Special Borrowers | Go to the Widener Library Privileges Desk, Widener 130. They will update the HOLLIS circulation system with the new card information and then send you to our office at 953 Holyoke Center. For more information, contact Widener Privileges at 495-4166. |
| Frances Loeb Library Special Borrowers | Contact Robert Angilly, 495-9163. |
| Countway Library Special Borrowers | Contact circulation desk, 432-2136. |
| Business School special cards | Contact the HBS Department of Operations, Shad Basement 495-6814. |
| Longwood Area special cards | Have your department administrator submit a request through the Longwood Area ID office, SPH-103A, 677 Huntington Ave., 432-0389. |
| FAS Audiovisual Dept. special cards | Contact Amy Thompson, 495-9468. |
| House Resident cards | Contact the Assistant to the Masters of your house. |
| Faculty Club cards | Contact Rita Lam, 495-5758 x1003. |
| OTHER | Contact the administrator who originally requested the card for you. |
- I've just had a lost/stolen card replaced. When will it be active in access and dining systems?
The following systems receive data from us on a regular basis. Please examine the list for the
services or access you have, to see when your card will be fully active in those systems.
Any special notices or updates to this information are listed at the bottom of the page.
| System: | Update frequency: |
|---|
| Dining Services / Crimson Cash: | Data is pulled electronically by Dining Services every ten - fifteen minutes. |
| Harvard Yard dorms / Undergraduate Houses access system | Electronic notification is sent to the system administrator's office within a few hours. Updates are sent for undergraduates and Summer School students only. Anyone else with access should contact Yard Operations (for Yard dorms) or House superintendents directly. |
| Libraries (Privileges) (except Baker Library) | Libraries receive a nightly update. If you have problems, contact Widener Privileges at 5-4166, and they will manually update your record. |
| Widener Library Access | Widener access systems, as well as Lamont and the Quad Libraries, receive a nightly update. Contact Harvard College Library Operations for access issues. |
| HBS–Baker Library | Baker Library receives a weekly update on Sunday nights. |
| University Operations Systems (Parking, EHS training system) | Nightly update. |
| Longwood Area access system | Nightly update. |
| Law School Library access system | Nightly update. |
| FAS non-residential Access Systems (MCZ, DEAS, Science Center, William James Hall) access system | Nightly update |
| Dept. of Athletics access system | Nightly update. |
| Division of Continuting Education access system | Nightly update. |
| Holyoke Center access system | Nightly update. |
If you have privileges on a system not listed above, have problems using your new card in a system,
or need access to a system sooner than the times above will allow, please contact the superintendent
of the building or the administrator of the system directly.
Change of status
- I am an undergraduate going on a leave of absence / withdrawing / graduating. What should I do with my ID card?
Students are now issued permanent ID cards when they begin their first semester at the University. The expiration date will reflect the student’s anticipated graduation date on the day the card is produced. This card does not need to be turned in when a student is leaving the University of their accord. The student is expected to maintain possession of the card through the expiration date printed on it.
- I have been promoted from staff to officer. How do I obtain my new Officer card?
Employee ID cards no longer have designations printed on them so it is not necessary to have a new ID card issued in this instance.
- I'm retiring soon. Is there anything I need to do regarding my ID card?
Once you qualify as a pensioned Harvard retiree, you are eligible for a Harvard University Retiree card, which entitles you to all the privileges of a longer-service employee card.
Production of Retiree cards is not automatic. You must first go to the Benefits Office on the 6th floor of Holyoke Center. They will fill out an authorization form for you. Please bring that form and your current Staff or Officer card to 953 Holyoke Center and we will produce a Retiree ID card for you. You may also mail the form and your current card to 953 Holyoke Center.
Special cards
- My department wishes to obtain a special building access card for one of our temporary employees / consultants / vendors. What do we do?
Many areas of the campus maintain their own controls on the issue of access cards. If you wish to request
a card for one of the following areas, please contact the indicated office for information specific to
that area:
Medical School, Dental School
HMS Parking & Security, 180 Longwood Ave.
432-1366
School of Public Health
SPH Operations, SPH3-LL9, 677 Huntington Ave.
432-1152
Business School
HBS Operations, Ludcke House, 2 nd floor
495-6814
For all other areas:
You may obtain special photo IDs directly from our office using the (form) provided for these requests. The person requesting the ID card must be an Officer of the University. The following information must be provided on the form:
- Name and date of birth of the person to whom the card is being issued.
- Name, ID number and contact information of the Officer requesting the card.
- Expiration date for the ID card being issued.
The maximum value allowed for this date is the last day of the 15th month after the card is requested. For example, a card requested in January of 1998 may not be valid beyond March 31, 1999.
- A brief description of the person's affiliation.
The card allows for two lines of 15 characters each.
Example: "Consultant" / "Project ADAPT"
Except for casual employees, the description you choose should not, under
any circumstances, correspond to a job title or other official designation
used within the University.
Consultant, Contractor, and Vendor are acceptable
descriptions; Visiting Scholar, Research Fellow, Student
and similar designations are not. Please contact us directly if you have
any questions about the acceptability of the description you wish to use.
Please note: These cards are intended for identification purposes only. No privilege or access
is implied other than that which a facility wishes to extend to the cardholder.
- I run a special short-term academic program at one of the faculties. How do I obtain ID cards for program participants?
Participants in short-term programs are not eligible for regular Harvard ID cards. However, we can produce
non-photo cards indicating the program name, the faculty's name and shield, the participant's name and the
end date of the program.
These cards are intended for identification purposes only. No privilege or access is implied other than
that which a facility wishes to extend to these participants.
Preparing the data
You may submit your order via PC-format diskette or email. If you are using email, simply cut and paste the
list of names into the body of the email message.
We cannot accept printed lists of names. Because our card production process is fully automated, using
printed lists would require us to duplicate the data entry you have already done. By removing this
additional step, we are able to process your request faster and prevent data entry errors from occurring
while we produce your cards.
The data you submit to us should contain only the program participants' names, one per line, first name
first. The names should contain no more than 28 characters each (the maximum number that can be printed
across a card). They should not contain any punctuation other than hyphens or apostrophes. Alphabetic
characters should not have any accent marks (e.g. é, ñ or ü). A mix of upper- and
lowercase letters is allowed, but all cards print in uppercase only.
-
- Example - good data:
- DAN O'BRIEN
- Courtney Thorne-Smith
- Example - bad data:
- John Hinckley, Jr. (comma)
- BOND, James (comma, last name first)
- Fyodor Mikhailovich Dostoevsky (name too long to fit on card)
- Samantha (Sam) Micelli (parentheses)
Once you have prepared the list of names, save it as a plain-text file. Any text editor or word processor
should support this format; look for a "Text only" file type in the file format options when you save
the file. Processing of plain-text files is completely automatic; saving to WordPerfect, Microsoft Word,
Microsoft Excel etc. requires additional manipulation of the file and additional time to process your order.
Submitting the order
When you submit your order, include the name of your program, the date you wish the cards to expire, and a
33-digit billing code. There is a $1.00 charge for each card. Your cards will be ready in
five business days.
Other
- Are Harvard ID cards transferable?
Harvard ID cards are not transferable. If you attempt to use a borrowed card on campus,
that card may be confiscated by security or by the card checker at the facility where you are
presenting the card. Borrowing a card to obtain access or services to which one is not entitled
may result in disciplinary action by the University for both the lender and the borrower.
Many facilities around campus offer services on a fee-for-service basis (e.g. family plans for
athletic facilities, Widener Library special borrower cards for spouses, cash payment for food
in dining halls, etc.) Check with the individual facilities to find out if such services are
available.
Note: Persons with disabilities may lend their cards to personal care
attendants, who may use them to obtain services on their behalf. The personal care attendants
are required to have a card of their own to indicate that their use of a transferred card is
legitimate; special cards are available from HUID for this purpose.
- What happens if I attempt to use an expired / invalidated card?
If you attempt to use an expired or invalidated card on campus, that card may be confiscated by security or by the card checker at the facility where you are trying to use it. Expired cards will not be returned. Furthermore, attempting to use an expired card to obtain access or services to which one is no longer entitled may result in disciplinary action by the University.
If you have a current active affiliation with the university but have not received an ID card, pleasenotify HUID.
- How do I obtain an International Student / Teacher Identity Card?
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