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Activity Card Guidelines

Background

Mt. Hood Community College acquired picture identification equipment as a means of identifying employees and students in order to facilitate security and to allow access to various services. The initial use of the Campus ID card was official identification for MHCC employees and students. However, the card has evolved to an MHCC activity card. A disclaimer states this card will be used within the MHCC system only and is not to be considered state or federal photo identification.

The responsibility for the equipment and distribution of the MHCC ID has traveled throughout the campus starting in Graphic Services, Student Center, Bookstore and currently resides within the library for the main campus. Each offsite location will acquire equipment, supplies and training through the Joann Zahn. However, all sites are welcome to send students to the main campus for Activity Cards.

Usage

The MHCC Activity card is a library card giving staff and students access to the multitude of services within the Library.

The MHCC Activity card is a means of identification and proof of program affiliation within the Colleges Allied Health Programs.

The MHCC Activity card provides on-campus security clearance for contractors.

The MHCC Activity card identifies members of the Board, ICS team and University Affiliations.

The MHCC Activity card allows access to the pool, theatres, dental facility, planetarium, computer labs, TRIO services, the Keg and Cosmetology.

The MHCC Activity card will provide staff and students access to associated functions.

Dissemination of Information

Activity Card information will be placed on the College website, posters, bookmarks and be distributed to state and federal offices in the local area.

Card Issue Guidelines

The Library maintains evening and weekend hours offering employees and students almost 70 hours per week in which to acquire their identification card.

The Library will issue Activity cards hour after opening until hour before closing.
MHCC will ask for picture identification or current college registration documentation to get an MHCC Activity Card. If a patron cannot provide either of these documents we can verify birth date and other identifiable information within the ID database and compare data to the MHCC Library software.
New employees must be authorized by the Human Resources Office or currently be in the database to obtain their Activity card.
MHCC will issue cards to contractors as directed and approved by Facilities Management.
The information held in the Activity database is not accessible by anyone other than approved College staff.
Pictures are not shared with students or anyone other than approved College staff.
MHCC will issue Activity Card accessories to staff, board members and contractors only. Students buy accessories in the bookstore.
Students can acquire an Activity Card within 48 hours of registration.
Campus personnel may send students to the Library for information about the distribution of MHCC photo IDs.
All headwear must be removed except for commonly recognized religious practices.
Images and personal information will not be shared with any other agency unless required by law or business necessity.
Students who cannot have pictures taken because of religious affiliations may receive an ID card with a blank photo.

Safeguard Of MHCC Card

Protect your card from damage caused by rubbing or scratching. Do not punch holes in the card. Keep the magnetic strip unobstructed and use the Activity card only for its intended functions. Avoid exposure to sun and heat. Cards should remain undecorated and unmarked.

Reason For Replacment Cards

Official Name Changes:

A student or an employee must record an official name change with the Registrars Office or the Human Resource Office, respectively, for a replacement card to be issued in their new name.

Improper Usage

If a card is used improperly, the following procedure will occur:

The individual attempting to use the card will be denied access to the event or facility.
The department representative may confiscate the card immediately.
The card will be forwarded to the Dean of Student Success no later than the following working day, and they will investigate whether the prohibited use was the result of an Activity Card theft or the intentional misuse of someone loaning their Activity card to another.
The Activity card may not be used to obligate MHCC or as a means of representing the employee or student as an agent of MHCC.
Human Resources will be responsible for collecting Activity Cards from employees when they leave MHCC. Human Resources will dispose of cards using the secure docu-shred containers.

Equipment and Supplies

Equipment and supplies will be purchased using MHCC Student Services budget but stored in a secure location in the Library for easy access. Off campus locations will order and store their own supplies.

Database Recommendation

Templates should be reviewed every two years in conjunction with ASG and College Administration. Changes should be drafter during Summer term if changes are necessary and made ready for Fall quarter of any given year. A disclaimer and term validation designation were added to the card the Summer of 2009 and instituted Fall quarter.

ID database should be archived as defined in the Oregon Administrative Rules for Community College Student Records (166-450-0125). Risk manager suggests a yearly review and purge anything not used within the past 5 years.

In Summer of 2009, we archived any record not used within the past three years.

ID database should populate a current term expiration field.

Date Issued:
Issued by:

Webpage Information:

MHCC Activity cards are now available for all employees and students enrolled in Summer 20009 sessions.

Activity Card Locations

MHCC Library located in the Main Academic Center in 2301.

What to Bring

Drivers license or other valid state or federally issued ID. If unavailable, bring a copy of your current registration information.
Activity Card Use

Your Activity card can also be used as your college library card. Once you have received your card, library staff will activate your card in their system.

Contact Information

For additional information please contact the MHCC Library 503-491-7161 or email diane.schmitt@mhcc.edu.