CR80News Winter 2015 by AVISIAN

SERVICES BATTLE FOR SPACE ON CARD BACKS

SMALL, CHEAP, MOBILE DEFINE MODERN POS

DEPT OF ED RELEASES FINAL DEBIT CARD REGS

CR80News ID TECHNOLOGIES IN EDUCATION WINTER 2015 - ISSUE 21

LOCKING CONSUMABLES

key to curbing theft and id fraud

Make sure every visitor is a welcomed one.

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Find an ISG Member near you by calling 888-964-6482 or online at www.IdentiﬁcationSystemsGroup.com ISG is a trademark of Identification Systems Group. Names and logos on samples are fictitious. Any similarity to actual names, trademarks or tradenames is coincidental. Specifications subject to change without notice. © 2015 Identification Systems Group. All rights reserved.

CONTENTS

CONTENTS 6 Editorial: My kingdom for some guidelines

29 DoED publishes regs for campus debit, prepaid

8 ID Shorts News and posts from CR80News.com

30 Alumni cards open doors for services, engagement Card offices increasingly called upon to share issuance expertise

14 Under lock and key Securing cardstock, printers and other ID materials

VISITOR MANAGEMENT IN THE RESIDENCE HALL: SECURING A HOME AWAY FROM HOME

INDEX OF ADVERTISERS Blackboard

20 Campus card acceptance at nontraditional points of sale Mobile devices accepting campus cash catching on 24 NACCU launches search for next leader Association’s longtime executive director Lowell Adkins to retire in 2016 26 On the flipside Card backs provide valuable real estate for students in need

32 Visitor management in the residence hall: Securing a home away from home A conversation with CBORD’s Bob Lemley 36 Wearable ID: Is it a fit for your campus? 38 Georgia Southern expands use of iris biometrics Rec center added following strong adoption, use at campus dining halls

www.blackboard.com/transact/tswp

39 CBORD www.cbord.com

13 ColorID www.ColorID.com

19 Entrust Datacard www.datacard.com/CR80

7 Evolis www.evolis.com

27 Heartland www.1card.com

40 HID Global

Campus Resources: Emergency - 911 OUPD (Non-Emergency) - 405.325.2864 Safe Walk - 405.325.9255

Manage your Sooner Card at ou.edu/soonercard/online. Use of the Sooner Card constitutes acceptance of the complete terms and conditions found on our website. This card is not transferable. Do not bend or modify. If found, please return to: Sooner Card 900 Asp Avenue, Room 127, Norman, OK 73019 405.325.3113

www.hidglobal.com/welcomed-cr80

Identification Systems Group

www.IdentificationSystemsGroup.com

25 MyPhoto www.studentidphoto.com

35 NACAS www.caspcert.org

23 NACCU www.naccu.org/2016

SARGENT

www.personacampus.com

17 Wells Fargo www.wellsfargo.com

CR80News

Winter 2015

OU Health Services - 405.325.4611 University Counseling - 405.325.2911

GEORGIA SOUTHERN EXPANDS USE OF IRIS BIOMETRICS

ON THE FLIPSIDE: NEW ROLE FOR CARD BACKS

Struggling with the transition to new credentials?

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ABOUT

CR80News EXECUTIVE EDITOR & PUBLISHER Chris Corum, chris@AVISIAN.com EDITOR Zack Martin, zack@AVISIAN.com ASSOCIATE EDITOR Andrew Hudson, andrew@AVISIAN.com CONTRIBUTING EDITORS Liset Cruz, Autumn Cafiero Giusti, Gina Jordan ART DIRECTOR Ryan Kline ADVERTISING SALES Chris Corum, chris@AVISIAN.com Sales Department, advertise@AVISIAN.com

SUBSCRIPTIONS CR80News is free to qualified professionals in the U.S. For those who do not qualify for a free subscription, the annual rate is US$29 ($59 outside the U.S.). Visit http://store.avisian.com for subscription information. No subscription agency is authorized to solicit or take orders for subscriptions. Postmaster: Send address changes to AVISIAN Inc., 315 E. Georgia Street, Tallahassee, Florida 32301. ABOUT CR80News CR80News is published twice a year by AVISIAN Inc., 315 E. Georgia Street, Tallahassee, Florida 32301. Chris Corum, President and CEO. Circulation records are maintained at AVISIAN Inc., 315 E. Georgia Street, Tallahassee, Florida 32301. Copyright 2015 by AVISIAN Inc. All material contained herein is protected by copyright laws and owned by AVISIAN Inc. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopy, recording or any information storage and retrieval system, without written permission from the publisher. The inclusion or exclusion of any does not mean that the publisher advocates or rejects its use. While considerable care is taken in the production of this and all issues, no responsibility can be accepted for any errors or omissions, unsolicited manuscripts, photographs, artwork, etc. AVISIAN Inc. is not liable for the content or representations in submitted advertisements or for transcription or reproduction errors.

EDITORIAL ADVISORY BOARD Submissions for positions on our editorial advisory board will be accepted by email only. Please send your qualifications to info@ AVISIAN.com

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Winter 2015

PERSPECTIVE

My kingdom for some guidelines ANDREW HUDSON, ASSOCIATE EDITOR, AVISIAN PUBLICATIONS

For an industry that enjoys such a strong collaborative attitude, I am often surprised by the lack of “best practices” documents and other guidelines that could help administrators address important card office challenges. When exploring a topic for CR80News, I often start by searching, inquiring and soliciting relevant industry-developed guidelines. It seems a logical place to start – a sort of primer on the basic state-of-the-practice. This year has seen me search for such a checklist on topics including preferred name policies, vetting processes for campus card issuance, cash handling and transaction reconciliation. Each time I came up virtually empty. For this cover story, we asked the question, “How are card offices securing their cardstock, printers and consumables?” As usual, I expected to begin with an industryaccepted best practices checklist. Again I was surprised to learn that it did not exist – or if it does, a little search engine optimization might be in order. Properly securing a card office and its valuable materials should be a fairly straightforward process. Follow a replicable checklist, select the items that ARE SECURITY GAPS DUE TO are relevant to your program’s specific A LACK OF INDUSTRY-WIDE environment and voilà, you’re up to BEST PRACTICES OR A LEGACY speed. Even if the list was less than exhaustive, the process would still OF TRUST ON CAMPUS? leave a card office in better stead than if no security measures were employed at all. Locking up raw card materials is just one of the many issues that a card office faces. Likely, it’s one of the simpler ones to accomplish. But it joins a list of issues that could benefit from some guidelines. By no means am I suggesting that these issues be truly standardized. Card programs, approaches, vendors and technologies vary widely – its part of what makes the industry so interesting. But guidelines would seem to be a highly beneficial starting point for campus card administrators – whether experienced or newly hired. Best-practices notwithstanding, our cover story delves into what offices are doing to secure these materials used in the card issuance process. We expected basic precautions to be somewhat universal, but in talking to universities and vendors alike, we found security is often lacking. When it does exist, policies are frequently undocumented or unofficial. It is up for debate whether this is due to a lack of industry-wide best practices or a legacy of trust that exists on campus. Regardless, a card office houses expensive materials that in the wrong hands could lead to the creation of fraudulent cards, financial loss and extreme embarrassment. In the mean time, some best practices and guidelines would be a huge help … for both this editor and countless card office managers.

HOW DOES YOUR SCHOOL IDENTIFY ITS STUDENTS?

By providing student badges instantly with an Evolis card printer From basic identity data to the most advanced encoding features, student ID cards are an essential part to securing educational facilities today. Evolis printers together with cardPresso software offer an easy-to-use and powerful system.

www.evolis.com

ID SHORTS HIGHLIGHTS FROM THE WEB

COLUMBIA STUDENTS SHARE MEAL SWIPES VIA NEW APP Whether it’s a lack of funds or a depletion of meal swipes, students can find themselves in need of a meal from time to time. Such is the case at Columbia University where a coalition of students and university organizations have developed a new meal sharing system. Working as a meal swipe food bank of sorts, Columbia’s Emergency Meal Fund enables students with leftover meal swipes to donate up to six meals each semester to a fellow student in need of

a swipe. Likewise, students in need of meals may receive up to six meal vouchers from peers each semester, no questions asked. Per a report from the Columbia Spectator, a combined effort between Columbia’s First-Generation Low-Income Partnership (FLIP), senior administrators and students developed the Emergency Meal Fund and a new app. Accompanying the initiative is a student-developed app called Swipes. Released this September, the app is designed to match students in need of a meal swipe with those willing to donate

one. The students behind the app were inspired by a Columbia University Meal Share Facebook group, which was created by FLIP to help students in need of meals to find free food on campus or connect with students with extra swipes. The app works like this: Anyone with a Columbia.edu email address can sign up for the service either as a “Swiper” or a “Receiver.” When a Receiver needs a meal swipe, they enter the time they’d like to eat and the dining hall they want to attend. A notification is then sent out to all Swipers currently in the designated dining hall to obtain a match. If no Swipers are available in the hall, a broader notification is sent out to Swipers available across campus. When a Swiper and a Receiver match, they receive a photo of one other, as well as optional notes that the Receiver might have to include to assist in meeting up. The Swiper and Receiver then meet at the dining hall entrance to conduct the meal transaction. Since the program’s inception, there have been 18 requests to receive a meal swipe, with student Swipers donating 580 meal swipes in total.

CAMPUS SAFETY ASSESSMENT TOOLS FOR HIGHER ED To help colleges and universities be more safe and secure, the VTV Family Outreach

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Winter 2015

ID SHORTS

Foundation released a new integrated framework for improving campus safety called the 32 National Campus Safety Initiative (32 NCSI). VTV is a national non-profit organization founded by the families of the victims and survivors of the Virginia Tech tragedy. This first phase of 32 NCSI provides universities with a series of free, confidential, online self-assessment tools to improve comprehensive campus safety programs. Several institutions including the University of Florida and George Mason University have already completed pilot versions of the program. Using the VTV’s tools, colleges and universities will be able to better self assess safety measures across nine important areas: alcohol and other drugs, campus public safety, emergency management, hazing, mental health, missing students, physical security, sexual violence and threat assessment. “Institutions are sometimes criticized for campus safety efforts,” says Peter Lake, the Chairman of 32 NCSI’s Advisory Council and a professor of law at Stetson University. “For the first time, there is now a tool to help campuses implement effective programs across a wide variety of safety metrics.” “The 32 NCSI is designed to bring professionals together with a multidepartment team approach that breaks down potential school silos,” says Jen Day Shaw, associate vice president and dean of students at University of Florida. “Institutions will benefit from doing the process together as a team. Institutions will also benefit from the assessment results – determining areas that need improvement, prioritizing those, and utilizing the VTV panel of experts and professional staff to receive resources to address those priorities.” Universities can sign up for the program at www.32ncsi.org.

MARSHALL SIGNS ON WITH PNC Beginning June 1, Marshall University will end its 10-year partnership with Higher One and begin a partnership with PNC Bank to issue refunds for students. Upon the start of the new partnership with PNC, the university will commence reissuing student IDs to current and incoming students with the new system and IDs. According to the Marshall Parthenon, the agreement will see all students receive a new ID card. There will be no charge for students’ first cards, while lost, broken or stolen cards will carry a replacement fee of $20. PNC was awarded the contract in a unanimous decision following an RFP process, which determined that PNC’s previous relationship with West Virginia University showed their knowledge of West Virginia student culture. The new relationship with PNC eliminates the Higher One issued cards and gives Marshall students a traditional student ID with the option to open an account with PNC. The PNC agreement also provides students with refund functionality directly at the Marshall website. Marshall University had previously discussed and decided to choose a vendor

based on their proposal of separate ID and debit card functionality. The university’s RFP was issued specifically with the stipulation that Marshall was seeking just a refund service not the integrated card with ID and the debit function. There are three options for refunds at Marshall, direct deposit into any existing checking account specified by the student, a hard copy check mailed to a permanent address, or the student can choose to open a bank account. The new account is not mandatory for students but an option that comes with a debit card to access the account.

TAPINGO, ARAMARK JOIN FORCES FOR MOBILE ORDERING Tapingo is partnering with food, facilities management provider Aramark to launch food ordering and delivery on select Aramark campuses. The service will roll out at more than 25 Aramark campus clients during the program’s initial phase. Students, faculty and staff at these campuses will benefit from advanced mobile ordering, pickup and delivery technology via the Tapingo smartphone app.

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Aramark has identified mobile technology as fundamental to its growth strategy. “Across the business landscape, the most successful companies are leveraging mobile to stimulate consumer engagement while streamlining operations,” says Brent Franks, Chief Operating Officer of Education at Aramark. Aramark officials cited the success of Tapingo at the University of Central Florida and High Point University, in particular, as a key motivator for the partnership. “We evaluated several possibilities, and Tapingo came out on top – from both a business standpoint and a user perspective,” says Franks. Going forward, Tapingo and Aramark will work closely with individual institutions to determine the best setup for each campus, explains Hardy. “Every university is different, so how the service operates may differ slightly from campus to campus.”

as well as enable students to put unused tickets to good use. To transfer tickets, students log onto their Ole Miss Athletics Foundation Member account and select the transfer option. The ticket holder selects the event and enters the recipients’ name and email. The receiving student must accept the transfer via e-mail within 48 hours to have the ticket tied to their student ID. The transfer process is free through the athletics department. “If the students are paying each other for the tickets, that would be a private negotiation that does not involve athletics,” says Wesley Owen, assistant athletics director at Ole Miss. The new policy permits tickets to only be transferred between university student IDs, with only one ticket being allowed on each ID per game.

OLE MISS INTRODUCES ONLINE TICKET EXCHANGE

The Wisconsin Association of Independent Colleges and Universities (WAICU) announced a new program to provide member institutions with a card solution from Heartland Campus Solutions. The company will provide its One Card software, hardware, and maintenance at significant savings to any WAICU members via the agreement. The partnership creates a standardized, cooperative buying environment that gives WAICU members the option to

Starting this year, Ole Miss students can transfer season football tickets to other students as part of a new policy intended to keep the student section as full as possible during home games. As reported by The DM Online, the university wanted to both offer students more flexibility in the event they unable to attend a game,

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WAICU, HEARTLAND FORGE NEW ONE CARD PROGRAM

purchase the Heartland System without undergoing a complete RFP process. By extension, universities within the WAICU and Heartland partnership can benefit from their peers’ experiences and develop a regional user support system to help grow, collaborate and support one other. WAICU members that have the option to select door access control solutions from either Heartland or security specialist, Vanderbilt Industries. The development of the program began in January 2015 with a WAICU higher education one card symposium, attended by 38 WAICU members. Following the symposium, a WAICU task force reviewed and evaluated a variety of card solutions. The program also includes implementation and professional services from local provider LaForce, Third-party data management tools from SwiftData, and a third-party offcampus merchant solution.

UNIVERSITY OF CHICAGO PILOTS SATURDAY DINNERS This fall, the University of Chicago began offering students a different option for Saturday dinners. A new pilot program is providing free dinners on select Saturday nights, without requiring students to use their dining dollars to purchase the meal. The Saturday Night Social Club is designed to provide a free meal on Saturdays when the dining halls are closed. Each evening will offer “family-style dinners” at two separate times – 7 p.m. and 9 p.m. The dinner is only free for students paying for a meal plan, while students without a meal plan will be charged a flat rate of $10 and will need to pay with a credit or debit card at the UChicago Dining office. Dining is by reservation only, with reservations limited to 100 people per seating.

ID SHORTS

CANADIAN STUDENTS USE IDS TO RENT UMBRELLAS Nobody likes being rained on. But in a city like Vancouver where rain is a fairly common occurrence, it can be hard to dodge the drops. Thankfully there’s a new solution at the University of British Columbia that’s leveraging the campus card to enable free umbrella rental. Per a report from GizMag, the solution is the brainchild of startup provider UmbraCity. The aim of the initiative is keeping people dry in the notoriously rainy city of Vancouver, and following the familiar car- or bike-share formula,

the solution includes a fully automated umbrella rental kiosk. After signing up for membership at one of the kiosk locations, users can swipe their UBC card to rent an umbrella. The first kiosks have already been installed on UBC’s campus, and students can rent the umbrellas at no charge for up to 48 hours. Beyond 48 hours, students are charged $2 per day to a maximum of $20. The umbrellas can be returned to any UmbraCity kiosk. Each umbrella has a unique identifier that is read by the kiosk at the time of checkout and return, which enables Um-

braCity to keep track of how long users have possession of their rental umbrella. The umbrellas are lightweight, durable and resistant to strong winds, but are also said to be fully recyclable for when they inevitably reach end-of-life. The umbrellas also feature a bright yellow color, which the startup says increases pedestrian visibility. Launched in September, there are now five UmbraCity kiosks scattered across the UBC campus. The startup intends to use the initial roll-out on UBC’s campus as a pilot study, and use the results to forecast future implementations.

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ITHACA COLLEGE TO LAUNCH CBORD’S MOBILE ORDERING Ithaca College is the latest university to launch the GET mobile ordering app from CBORD, enabling students and faculty to preorder and prepay for food at Sodexo establishments on campus. Per The Ithacan, GET Mobile will be available for students via mobile device and GET’s online portal beginning in January 2016. Jeff Scott, general manager for Sodexo at Ithaca College, says off-campus mobile ordering is popular among students, and Sodexo wants to offer a similar platform for on-campus dining. Initially, mobile ordering will be limited to three locations on campus, but there are plans to expand its reach over time. Sodexo officials say the GET app will enable users to pay for food either via credit/debit cards or Ithaca’s student card ID Express and Bonus Bucks. CBORD’s GetFunds – another feature of the GET platform – will also be included at Ithaca, enabling students to check their balances and instantly replenish funds to their ID Express and Bonus Bucks accounts.

GEORGE WASHINGTON APP SET FOR NEW FEATURES George Washington University’s student association is building a new iteration of the university’s existing 4-RIDE service that will be integrated into the university’s official mobile app. Per a report from The GW Hatchet, the new 4-RIDE app will enable students to track the location of their vehicle, similar to the car service app Uber. The changes to the GW app have already been sent to university officials and are pending finalization. George Washington’s 4Ride service provides campus community members with a safe ride to and from locations on

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and around the Foggy Bottom Campus. The service operates daily from 8:00 p.m. to 4:00 a.m. Students can currently request the service in one of two ways: through a quick link on the university’s MyGW portal or by calling the service’s dedicated phone line. The MyGW Portal option allows students to schedule one ride at a time, up to two hours in advance. When a van is assigned to a student’s request, the online system will show where the van is located in relation to the student’s location on a map, and will send a text message when a van is close. The new app will integrate this service onto the campus’ smartphone app.

UNIVERSITIES LAUNCH MOBILE PAY FOR PARK Parking on campus can be a major headache, and there’s nothing more annoying that getting a parking ticket. But some universities are responding by offering more flexible and convenient options when it comes to parking, particularly as it relates to payments. Parkmobile is an app that can make it easy to pay for parking via smartphone or other mobile device, as well as help students avoid parking tickets. The solution has recently gone live on the campuses of Iowa State University and the University of Wisconsin-Milwaukee. Iowa State sealed a three-year deal with Parkmobile, whose mobile app enables students to pay for and renew parking from a smartphone. The app also sends alerts when a parking slot is running out of time, which can help to avoid a ticket and provide a level of convenience not available with standard meters. Prior to the new app, students who were issued a parking ticket would have to report to the brick and mortar parking office to reconcile the fine. It’s a process

that can be avoided with the acceptance of mobile payments. The app does come with a cost in the form of a transaction fee. For students that use the smart mobile wallet, there is a $0.15 transaction fee. For those that use their debit or credit card, there is a $0.35 transaction fee. Since Parkmobile was launched, the university estimates that some 6% of ISU students have used the app. Iowa State has designated more than 500 parking spaces on campus to be compatible with the new app, with 270 spots on campus not yet compatible with Parkmobile. Parkmobile also announced its partnership with the University of WisconsinMilwaukee. As with Iowa State, the app is available for iOS, Android, Windows and Blackberry devices or by calling a toll-free number. The Parkmobile service is being offered at more than 2,800 spaces around UWM’s campus.

TULANE EMBRACES PREFERRED NAMES Tulane is now allowing students to use a preferred name on its student ID, the Splash Card. The university is also acknowledging preferred names on class registration lists and is officially indicating a student’s personal gender pronoun.

ID SHORTS

Per a report from the Tulane Hullabaloo, a student’s preferred name may be one that better fits the student’s gender identity, is easier to pronounce than their legal name, or is a nickname or middle name. As with other preferred name initiatives, Tulane aims to better support its transgender and international students, as well as any student that uses an alternate designation in the student information system. Students will be able to register their preferred name online through the university’s web portal. The preferred name can then be printed on student Splash Cards as well as be made available to professors on faculty rosters and on

Blackboard. It will also be indicated on academic advising records and OrgSync, a centralized network that connects students to organizations, programs and departments on campus. Preferred names will also be distributed to all campus healthcare providers. Students will be allowed to select the gender-inclusive pronoun of their choice; “he,” “she” or the gender-neutral pronoun “they.” Students can alternatively indicate that they be addressed by their name only. The registrar will begin to print preferred names and personal pronouns on class rosters beginning with the Spring 2016 semester.

Tulane’s Undergraduate Student Government was behind the changes and marks one of a series of policy changes promoting gender inclusivity on campus. Tulane is also offering “Transgender 101” workshops, through its Office for Gender and Sexual Diversity, to educate attendees about transgender issues.

Explore online for up-to-the-minute news and insight on identity and security technologies for the campus and university market. Articles, podcasts and videos are added daily at CR80News.com

Winter 2015

CR80News

LOCKING CONSUMABLES

securing cardstock, ribbons, and printers key to preventing theft and id fraud

ANDREW HUDSON, ASSOCIATE EDITOR, AVISIAN PUBLICATIONS

CR80News

Winter 2015

Card offices sit at the core of security on campus. They issue the credentials that control privileges, transactions and access to buildings throughout campus. For this reason, it is apparent that campus cards are valuable and must be protected. But what is sometimes overlooked is that the raw materials used to create these credentials also need to be secured. Cardstock, print ribbons and printers themselves are tools of the trade, but in the wrong hands they can lead to the creation of fraudulent student IDs. But how does a card office that must open its doors to serve an entire campus population, secure materials while still ensuring rapid and convenient service?

ON LOCKDOWN Simply put, campus card offices need to secure cards, printers and supplies. This limits temptation by passersby, customers or staff to steal blank cards, ribbons or laminates. In the wrong hands, these materials could certainly create an embarrassing situation for the institution. Fraudulent student IDs could enable an unauthorized individual to gain access to secure areas of campus … or something far worse. Even if stolen materials aren’t used to falsify student IDs or other identification documents, the card office could still be hit for hundreds, even thousands, of dollars or more in lost property. “Supplies are not cheap and reselling on eBay, or the

like, could net a nice profit for the person taking the items,” says Mark Degan, corporate marketing manager for ColorID. The importance of securing card materials increases if holograms or other security laminates are used in the production of cards or if banking cards are

locking the materials, you eliminate temptation from part-time workers, but I would also add accountability by logging who opens and removes stock from the secured location in a given day.” Ribbons and cards are the first items a card office should secure in a locking

IN THE WRONG HANDS, THESE MATERIALS COULD CERTAINLY CREATE AN EMBARRASSING SITUATION FOR THE INSTITUTION AND A SUBSTANTIAL SAFETY RISK FOR STUDENTS

issued from the card office, says Fred Emery, director of OneCard sales at Heartland Campus Solutions. “For this reason, many banks and card brands have very specific guidelines that a campus must adhere to if issuing cards for a banking partnership,” he adds. When securing card office property, it’s important to know what materials are worth safeguarding. Topping the list – blank cardstock, print ribbons, and for sheer cost alone, the card printer. “It is a good idea to keep proper inventory of these items in addition to keeping them secure,” says Emery. “If it were my card office, I’d want the all my supplies under some sort of lock-and-key system,” says Degan. “By

cabinet or safe, says Emery. “Printers can be locked down much like computers and should be kept, at the very least, behind a locked door.”

SECURING MATERIALS AT MOHAWK At Ontario’s Mohawk College, card office personnel have implemented both security and auditing measures to monitor the office’s valuable materials. “Our ONE Card office secures all our card materials in a locked cabinet, and only a few people have access,” says Rob Morrallee, ONE Card administrator at Mohawk College.

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Mohawk secures its blank cards, printer ribbons, lost cards and miscellaneous issuance items. The university also has a number of tablets that the office uses secured in a locked cabinet. “Encoded cards are the most important item that we keep locked up as these cards have access to the students account and may contain funds that have been loaded to their account,” he says. “These can be both lost cards and cards that have not yet been picked up by students or staff members.” Mohawk’s card office utilizes the equipment sign-out module that comes with the Heartland OneCard program, says Morrallee. “This helps us to keep track of our inventory.”

Take steps to secure consumables If a campus card office thinks there is a security problem, running out in a panic and buying expensive security equipment isn’t necessarily the answer. As a start, pick out the card office’s weakest link, so to speak. Where in the office’s process is someone most likely to steal a card – blank or printed – a print ribbon or printer? Use that as a staring point and fill the gaps with either procedural changes like audit trails and inventory tracking or new security measures like safes or lockers. Proper checks and balances are also important. Personnel management is a large part of office security, so if your card office manager holds the only key to the vault, it’s important to have a contingency plan. What happens if the card office manager is out sick? Who then holds the key?

ST. CLOUD STATE’S LOCK AND KEY Security is the job of all those involved in the production of the card, and all staff should be concerned that procedures are being followed and items are kept secured, explains Emery. But every team needs a leader when it comes to security and that is the role of the ID card office manager. “They are best suited for implementing a system that works for their team. In situations where there isn’t an card office manager, though, I’d rely on IT or security personnel to construct a plan,” says Degan. For Minnesota’s St. Cloud State University, card office security is primarily the responsibility of the office director. One of its drivers for securing card materials is the susceptibility of card technology – specifically mag stripe – to be compromised, , says Rory Michaelis, director, Campus Card at St. Cloud State University. “As we all know, mag stripe cards can be easily duplicated.” The main office door is secured with an access control reader that enables any time access for Michaelis – as the only full time employee in the office – but limits student worker access to business hours only.

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Winter 2015

Security often comes at the expense of convenience, but it’s a tradeoff that should be worth making. If it takes a little extra time each day to properly lock up card office’s materials, then take the time. It will be worth it if the alternative is being hit for thousands of dollars in lost property or having to answer difficult questions when the fake ID trail leads back to the card office door.

St. Cloud State’s materials are stored in a locked filing cabinet, and Michaelis holds the only key. “I control the key, and students log each event when materials are removed from the inventory,” says Michaelis.

NEBRASKA EMPLOYS OPEN APPROACH Purchasing security hardware may not be the only way to safeguard card office materials. For the University of NebraskaLincoln’s NCard Office, proper office management has proven to be the best defense. “We do have a locking cabinet in which we keep cardstock, but all employees have access to the keys and the cabinet is unlocked during business hours,” says Julie Yardley, manager of the NCard Cam-

pus Account Program at the University of Nebraska-Lincoln. “All employees, including student workers, have access to the card materials and printers, as they need that access to do their job.” The NCard Office does not lock up the ribbons, cardstock or printers, explains Yardley. “The ribbons and other ID materials are stored in cabinets in the back area of our office where there is no public access,” she says. “Every employee is responsible to keep non-employees from entering the back area of our office, and during non-business hours our office is locked.” Otherwise Yardley keeps track of the cardstock and printing supplies. “I can run a report of all cards produced – daily, weekly or monthly – whatever time frame I need,” she explains.

She also keeps track of all cards produced for free, for example, failed cards, name changes and incorrect prints. “Employees are responsible for noting the reason and then putting these cards in a collection box for me to monitor,” she explains.

BEST PRACTICES Unfortunately there is not a checklist or set of best practices for card offices looking to better lock down sensitive ID materials. There are, however, plenty of guides available to help craft an effective security policy. “Today, there isn’t an out-of-the-box solution that folks can purchase that does

exactly what card office managers need,” says Degan. “They need to piece-meal the system together themselves, but the anchor point is typically the locker, safe or containment area.” After that, a card office should incorporate an inventory system and have office personnel document when they remove items from the locked area, explains Degan. “Years ago, Fargo Electronics offered an all-in-one ID management locker called SecureVault, but it didn’t really take off and it’s no longer available.” The best practice is to enable the card office manager to divvy out who can and can’t pull from locked supply cabinets, says Degan. “Lock and key is the simplest form, but you could incorporate a

Counterfeits, genufeits and modifeits There are three common types of fraudulent IDs – counterfeits, genufeits and modifeits – and a secure issuance environment should guard against each variety. Securing access to printers and consumables is the most important means to prevent against genufeits, fakes that are created using genuine raw materials. Counterfeits – IDs that are not produced by the actual issuer, but are designed to pass for a legitimate document. Primary prevention methods include visual security features such as holograms, machine-readable data, advanced ID technologies, and other methods that make it challenging or expensive to duplicate. Genuifeits – IDs that are produced fraudulently, but using genuine raw materials obtained from the issuer. They can either be personalized on issuer’s own equipment or by using the misappropriated supplies on similar equipment. Primary prevention methods include sound security policies and procedures within the issuing organization. Modifeits – IDs that are produced fraudulently by altering authentic IDs produced by the issuer. Primary prevention methods include layered visual security methods, holographic laminates, advanced ID technologies, and other methods that render that make attempts at tampering evident.

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Winter 2015

mini access control system within your own office that could sync with existing cards,” he says. “This would enable the card office manager to have an audit trail – without keeping a manual log – of who has used their card and pin to access supplies.” “If card access control is used on campus, the card office is a perfect location to use it to track who enters the location and the storage cabinet or closet,” adds Emery. Depending on the hardware, a card office could purchase equipment with builtin security features. “Many card printers now come with lockable card hoppers. This is a great feature to have when you load your card printer to make sure individual cards are not removed,” explains Emery. “And having the key with only designated managers can help increase security of the cards that are in the actual production run.” As for provisioning access to materials, those responsible for card printing will require access to supplies to accomplish their job, says Emery. “But this does not necessarily mean they need access to all supplies. For example, once a ribbon is completed or is running out or the hopper is getting low on cards, a specific manager with access to the locked supplies can obtain additional items for those printing the cards.” Ultimately, locking up a card office’s valuable materials is a preemptive measure to the worst-case scenario. While the card office may not be a common target for theft, it’s vital to be prepared. “It’s important to remind folks in our community that just because they are producing a student ID card doesn’t mean that someone else can’t use their printer supplies to make something more official like a government ID or driver license,” says Degan. “All it takes is a little expertise and know-how and it’s possible.”

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Campus card acceptance at non-traditional points of sale Mobile devices accepting campus cash catching on ZACK MARTIN, EDITOR, AVISIAN PUBLICATIONS

At a major east coast university, a campussponsored student group runs a series of coffee shops. Because they operate outside normal campus food services and sales volumes are low, they could not obtain the same point-of-sale solutions used by other dining locations. Thus they could not accept payment cards or declining balance, and because the modern student hardly ever carries cash, sales lagged. That was until one enterprising student signed up for a merchant account and started using small mag stripe-accepting payment reader that hooked into his per-

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Winter 2015

sonal smart phone. Other student workers followed his lead and got their own readers. This enabled the coffee shops to accept open loop payments. Periodically, the students would transfer the proceeds from their personal bank accounts to the group’s account. Sales skyrocketed as word spread that the student-run shops accepted debit and credit cards. Only a few of the university’s official dining locations had made the leap to open payments, so this offered a welcomed alternative to cash or campus card payments.

All seemed good … until the university found out. When the officials learned of the practice, they were understandably concerned about the lack of financial controls and called for its end. In a perfect world the student group would be able to accept the campus card – and perhaps even open payment cards – for these sales. But a primary obstacle has been the expensive buy in for point-of-sale payment technology. The terminals found in a bookstore or cafeteria have traditionally cost thousands of dollars and been bulky and complicated. But universities are recognizing the need to accept payments at places other than a traditional point of sale, and campus card providers are stepping up to provide inexpensive, portable systems that can be used all over campus. Salem State University in Massachusetts used to loan out large terminals to student groups running sales or fundraising on campus, but there were always concerns, says Robert Thayer, manager of Salem State’s Clipper Card Office. “You had to make sure they were plugged in and they were expensive – if a student group lost or damaged the device they would have to buy a new one,” he explains. Salem State operates CBORD’s Odyssey PCS for its campus card transaction system. About 18-months ago the university opted for a new system that used an iPod Touch and a mag stripe reader that connected to the device’s lightning port, Thayer says. Student groups can sign out the devices for different events, and the Clipper Card Office programs the hardware and handles the reconciliation. All the device needs to work is WiFi access. Students running the event simply enter the amount of the transaction, swipe the card and a receipt is emailed to the customer, Thayer says. “Students find it beneficial because they don’t carry a lot of cash,” he explains. “It’s one of the things that add to the convenience of having Clipper Cash.” The devices have been used for fundraisers, t-shirt sales and a variety of other

purposes. The Biology Department has one on hold for a week every semester when it has its semi-annual plant sale. Health Services also uses the device to track free flu shot recipients.

TABLET PAYMENT AT SANTA CLARA Santa Clara University has enabled their food truck and other stakeholders to use a tablet POS device with mag stripe reader to accept the campus card as well as credit

cards payments via a Verifone MX 915, says Nirmal Palliyaguru, director, of the ACCESS Card office at Santa Clara University. The California university uses Blackboard Transact and a point-of-sale system from Sequoia Retail Systems. When Dining Services decided to rollout the food truck there were a couple of options considered for a payment system to accept the campus card, Palliyaguru says. One options was to pull cable and install a network port at the food truck site but this seemed inconvenient and antiquated. In-

stead, they opted to use a wireless static IP connection from a cellular service provider that went through the Santa Clara firewall to both Blackboard Transact and Sequoia. In addition to accepting the campus card stored value accounts, the POS device used at the food truck can also accept open-loop payments. Santa Clara uses Sequoia’s iValidate mobile payments app that runs on handsets and tablets, Palliyaguru says. In addition to using it at the food truck, the ACCESS Card Office rents the devices so that stu-

Non-traditional POS off campus A gripe for off-campus merchants has been the separate point-of-sale terminal that is often required to accept campus card transactions. The device needs Internet access and takes up counter space, which can be sparse. The CBORD Group has started offering off-campus merchants another option for accepting payments, an

iOS device with a mag stripe reader that plugs into the headphone jack.

goal is to provide a choice for the merchants and let them choose what’s best for them.”

The new system has proven popular with some new off-campus merchants, says Sami Takieddine, director of operations for off-campus programs at CBORD. “We have a lot of people using it, food trucks and local farmer’s markets,” he explains. “Our

Merchants that opt for the iOS device and reader are typically charged the same transaction fees as someone using the normal point of sale, but the monthly program fee is reduced since they own their own equipment, Takieddine says.

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mPOS revolution underway outside of higher ed Mobile point-of-sale, or mPOS, is generally defined as a smartphone, tablet or other consumer-oriented mobile device that functions as a point-of-sale terminal and facilitates payment card transactions.

dent groups can use them to accept the campus card as payment option for their fundraisers. These devices have a mag stripe reader embedded in a sleeve that connects to an iPhone. The university will be testing the new Quad pay module from Sequoia Retails systems in the next few months to further enhance the student experience. “It’s a value added service and gives students more touch points where they can use the campus card,” Palliyaguru adds. This is just the start of mobile payments at Santa Clara. The university bought its existing point-of-sale devices in 2009 and as the university launches the new payment solution Palliyaguru envisions replacing them with sleeve-equipped tablets. “The tablet gives SCU more flexibility,” Palliyaguru says.

IT advisory company, 451 Research, released its 2015 findings on the installed mPOS base, projecting it to grow from 13.3 million units this year to 54.03 million units in 2019. Drivers behind the growth include enterprise deployments, expansion into new verticals and financial inclusion in developing economies. In their more basic form, PayPal, Square, intuit and others turn a standard tablet or smartphone into a point-of-sale terminal. On the hardware side, these solutions typically consist of a dongle that plugs into a mobile device’s headphone jack to enable card reading. Also entering the mPOS fray are hybrid mobile register solutions that combine an off-the-shelf tablet with custom hardware to create an electronic cash register-like experience. Examples of this format include Clover, Square and ShopKeep, each of which offers an experience closer to that of a traditional countertop register.

THERE’S AN APP FOR THAT Heartland Campus Solutions offers an app that turns an iOS device into a mobile point of sale via WiFi or mobile broadband, says Fred Emery, director of OneCard sales at the company. The mAuthenticate app accepts the OneCard for functions including privileges, meal plans, financial debit transactions, deposits and student information display. If a student group wants to use the app to accept payments they find the correct person on campus, often the campus card office, and are provisioned access. Heartland can provide a list of companies that offer different card reading hardware. Students and other groups on campus can snap a mag stripe or contactless card reader into the audio jack of a device, or if something more durable is needed, there are full sleeves available to enable transactions, Emery says. “If you’re doing a lot of sales volume you need a more robust reader but if you’re just doing a sale every few minutes in the student center then any one will work fine,” he adds. Heartland also has a system that works on Microsoft Surface tablets equipped with sleeves that can replace traditional point-ofsale hardware, Emery explains. “During lunch it can be a standard point of sale, but if they need to go mobile they can unlock it from the dock and take it into the field,” he says. These systems are also lower cost than traditional point-of-sale hardware, Emery says. Even if you’re adding a cash drawer, receipt

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printer and other necessary peripherals the tablet configuration is cheaper than a traditional setup. That combined with the portability options give it an advantage, he adds. CBORD is also enabling student groups to accept campus cards with a mobile app that offers the same functionality of a mobile point of sale, says Grey Bartholomew, product manager for Odyssey Direct. Student groups wanting to accept the campus card can be provisioned access to an app that accepts payments. “There’s a couple of different options for accepting payments, they can use an attached mag stripe or contactless reader or you can enter the student ID number into the app as well,” Bartholomew explains. CBORD is also working on the ability to accept payments from a student’s smartphone. Students use an app that presents a bar code that can be scanned at the point-of-sale location to initiate the payment, Bartholomew says. Use of these systems has been popular on campus as there has been a need for student organizations to accept campus cards and it gives students more places to spend. The cost of these new transaction devices is also a fraction of what traditional point of sale hardware has cost universities in the past, putting the ability to accept payments in almost everyone’s hands.

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CR80News

NACCU launches search for next leader Association’s longtime executive director Lowell Adkins to retire in 2016 The National Association of Campus Card Users posted an official listing for the position of Executive Director. The association will begin the application review process on November 12, 2015 and continue the process until a successful candidate has been selected. Lowell Adkins, the current Executive Director for the National Association of Campus Card Users, announced his impending retirement effective June 30, 2016. The announcement comes after having served as NACCU’s Executive Director since March 2004. “Lowell has guided our association through 11 exciting years, and his professionalism and attention to detail have allowed our association to thrive,” says Ken Boyer, Mercer University, treasurer and chair of the executive search committee at NACCU. “It is our intention for the successful candidate to have the opportunity to learn and shadow alongside Lowell starting in June and then assume responsibilities as our Executive Director July 1, 2016.” The Executive Director reports to the President and the Board of Directors, and is responsible for the service and administra-

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tive functions of the association including strategic planning, professional development, program development, financial management, fundraising and member services. The Executive Director manages NACCU’s four full-time employees and a $1 million annual budget; develops the annual budget for Board approval; develops membership programs to promote retention and growth; and recommends new policies to the Board for review and approval. As stipulated by NACCU, the successful candidate will possess a bachelor’s degree and will have demonstrated progressively responsible leadership experience in a higher education, association management or non-profit setting. A master’s degree and a general understanding of higher education and auxiliary services are preferred. Strong financial and budget management acumen, staff development and supervision experience as well as broad communication skills are also preferred. Also crucial to the role will be the ability to construct ideas and present them to constituent groups; a demonstrated ability to translate membership priorities into inclusive programs and services; as well as

experience with sponsorships, fundraising and development. The position description includes a desire for the candidate to be mindful that the campus card business is evolving. In particular, the Association highlights the implementation of mobile technologies and other technical and regulatory changes that will affect the profession going forward. There is significant industry knowledge on the board of directors, so the new Executive Director will have strong professional resources and volunteer leadership in his or her first few years with the association.

THE SEARCH PROCESS The NACCU Board has appointed NACCU’s treasurer, Ken Boyer of Mercer University, as chair of the Executive Director search committee. Boyer will work with the NACCU search committee, and search firm Spellman and Johnson, to assist the NACCU board in appointing Adkins’ successor. Joining Boyer on NACCU’s Search Committee are institutional members Jessica Bender (West Palm Beach State Community College), Jim Clinton (University North

Carolina) and Oralia Carrillo (Trinity Uniapplicants to the top three or four for the our annual conference in San Francisco versity). Also on the committee are Janice NACCU Board of Directors to interview in April.” Weston of the NACCU National Office and and hire if appropriate.” Review of applications will begin NoDanny Smith of ColorID. Already in full swing, the search has vember 12, 2015 and will continue until “Along with the NACCU Board of Direcbeen promising thus far. “We are extremely the position is filled. A resume with an tors we reviewed several executive search pleased with the search process thus far accompanying cover letter may be submitfirms and choose Mark Hall with Spelman and have seen a wide variety of interest ted via Spelman and Johnson’s website & Johnson Group to help us conduct our from both inside and outside of higher at www.spelmanandjohnson.com under search,” says Boyer. “SPG has considerable education,” says Boyer. “Our goal is to the “Current Searches” link, and nominaexperience in helping both Universities have a successful candidate identified and tions for the position may be emailed to and non-profit Associations with executive ready to introduce to the Association at Mark A. Hall at mah@sjgsearch.com. recruitment efforts.” Most recently SPG consulted with the National Association of College Auxiliary Services (NACAS) in the search for the association’s new CEO. “SPG will collect Now based in Phoenix, Arizona, NACCU was first organized in 1993 in Baltimore, Maryland all applications on behalf of NACCU and with the original vision of creating an association to educate college and university adminthen vet the applicants and refer those that istrators responsible for developing card systems on their campuses. Today, NACCU serves the national and international community as the only association devoted to the campus meet our qualifications to the NACCU card transaction industry. The association provides its members with educational programs, Executive Director search committee to reresources, networking, partnerships, insight sharing and professional development as well as view and interview,” explains Boyer. “The hosts an annual conference for the association’s 500 member institutions. search committee will narrow down the cr80_ad_1.5-2015-sept:Layout 1 8/26/15 11:31 AM Page 1

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Winter 2015

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On the flipside

Card backs provide valuable real estate for students in need When talking about the design of a student ID, rarely is the back of the card discussed. It is not the most colorful or aesthetically pleasing side, but universities are reexamining uses for this valuable, finite real estate. In most cases, back of the student ID features a paragraph of tiny black-andwhite legal jargon and perhaps a barcode or some financial network logos. But a growing number of institutions are putting the backs of their IDs to a different use printing campus resource numbers, emergency services lines and other pertinent information for students.

SOONER CARD GETS A FACELIFT One of the latest institutions to overhaul the back of its ID is the University of Oklahoma. At the start of 2016, all backs of

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Winter 2015

newly printed Sooner Cards will include campus resource numbers for students in need. The five phone numbers are the university police’s non-emergency number, a SafeWalk number, university health services, university counseling services and 911. The goal is that students – in particular freshmen, transfers and internationals – will be more informed of available local and campus resources. Even 911 is a resource of which international students may not be aware. The idea to incorporate contact information came from the University of Oklahoma Student Government Association (SGA), says Ryan Trevino, director of Oklahoma’s Sooner Card office. “Historically, the reverse side of the Sooner Card had contact information for the main Sooner Card production office,

the Sooner Card logo, the web address for Sooner Card Online, our card management portal and a disclaimer that the Sooner Card is non-transferable,” explains Trevino. No elements from the reverse of the Sooner Card were removed, though some text was refined to allow for more room to incorporate the new resource phone numbers, he adds. “Because no elements were removed, and others were only refined, we did not have to submit for any additional review.”

BACK ME UP Typically universities will print the contact info for the office that issued the cards so if anyone has questions they know where to call, says Mark Degan, corporate marketing manager for ColorID. “Also common are disclaimers that students must carry their

SIMPLIFY CAMPUS LIFE WITH card at all times and that the card itself is the property of the university and as such the student must relinquish it upon request,” he adds. Disclaimer examples include: This card is the property of and is intended solely for the use of X University. It is not transferable and must be returned upon request. Cardholder is responsible for this card and all services provided through the use thereof. This card is the property of X University. It should be carried at all times and presented upon request to any university official. This card is nontransferable. Customer, by accepting this card, agrees to X University’s Terms and Conditions.

“Most often we see legal text, disclaimers, contact information, bar codes, card program website URLs, locations where a student can make a financial deposit and information regarding the card program,” says Fred Emery, director of OneCard sales at Heartland Campus Solutions. “If using a contactless card that embedded contactless number may also be printed on the back of the card.” He notes that barcode printing is declining as campus libraries move to more advanced technology for patron identification. “We recommend involving the areas responsible for the card program – typically the legal team and marketing department – to craft the information printed on the card. If a banking relationship is involved the banking partner should also be included

one card

THE GOAL IS THAT STUDENTS – IN PARTICULAR FRESHMEN, TRANSFERS AND INTERNATIONALS – WILL BE MORE INFORMED OF AVAILABLE LOCAL AND CAMPUS RESOURCES

ColorID does not provide the text for the end user, but rather places filler text until the campus card office gains approval from its legal department to add the necessary content, explains Degan. “If it’s too much legal verbiage we do work with the card office on shortening the amount of words while still getting the same message across to the cardholder,” he explains. In addition to disclaimers, there is often information related to the card not being transferrable, how to report a lost or stolen card and the process to follow if you find a card.

in this conversation so everyone’s needs are met,” says Emery.

VALUABLE REAL ESTATE Determining what information to print on the back of the ID is only half the battle. The other challenge is figuring out how to fit all the necessary data within the confines of the available space. Unlike the front of the card, where the entire face can be subject to a university’s design whims, the backs of IDs offer little in the way of unused space, posing a chal-

www.1card.com campussolutions@e-hps.com Winter 2015 CR80News 29 1-800-486-4462

lenge when a university wants to print specialized content. “You can only put so much legible information on a card given its size,” says Dan Gretz, senior director, market development at Blackboard Transact. “You can’t print over magnetic stripes or contact chips, and if barcodes are needed, they take considerable space. The required “bugs” associated with a banking relationship often have specific placement and space requirements, which can affect a university’s design and layout options, says Gretz. “With bank partnerships the design is typically more controlled and restricted,” he says. “Generally having a bankcard relationship limits the amount of real estate the university has at its disposal.” Hogging the most space on the backs of IDs, unsurprisingly, is the card’s technology, but for some institutions, the mag stripe is just the beginning. In recent years, it has become common for cards with banking partnerships to feature dual mag stripes. This second stripe leaves little space for anything but the banking contact information. “Dual three-track mag stripes – each one-half inch in height – severely limit what can be put on the backs of cardstock,” he says. Many institutions also opt to print a bar code on the reverse of the card so the front design is not impacted, says Heartland’s Emery. “Additionally, some still choose to

Resource numbers printed on GWorld cards George Washington University recently added a series of valuable student resources to its card backs. Newly printed GWorld IDs now include the phone numbers of five emergency services in the hopes that in times of crisis or need, the campus card can assist. All students, faculty and staff now carry with them the contact information for the university police, emergency services and on-campus resources including medical services, mental health services, the National Suicide Prevention Lifeline and the Sexual Assault Response Consultative Team. The backs of the previous GWorld cards featured a bar code, the GW logo and the address to the GWorld card office. The changeover had to be approved by university administrators, so George Washington’s Student Government Association led the charge, meeting with the GWorld Card Office to implement the change during the summer of 2015.

include a digitized signature or a signature panel such as those found on standard credit cards.”

AN INVALUABLE RESOURCE The backs of IDs are largely forgotten, but if given the proper attention it can be both important real estate and a valuable resource for students and faculty in need. In terms of the limited space, there are workarounds. “In cases where card real estate is truly limited, a campus can choose to post the card disclaimer or legal text to a website and simply print the website URL on the card,” says Emery.

As for altering the legal jargon, it’s something that should only be done with the correct people involved. Still, it may be worth going back to the drawing board every now and then. “It’s always a good idea to evaluate what is needed on a card on a periodic basis and before any major issuance event,” says Blackboard’s Gretz. And yet, the most important facet of the discussion is the prospect of providing students and faculty with vital information or contact in a time of need. Sure, a student could use a smartphone to look up a phone number, but if the campus card is already on their person at all times why not use it to provide valuable information that could make all the difference.

SOONER CARD BACK: BEFORE AND AFTER

Campus Resources: Emergency - 911 OUPD (Non-Emergency) - 405.325.2864 Safe Walk - 405.325.9255

OU Health Services - 405.325.4611 University Counseling - 405.325.2911

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Winter 2015

DoED publishes regs for campus debit, prepaid The U.S. Department of Education published new regulations in culmination to the agency’s ongoing efforts to revamp the distribution of federal financial aid dollars via debit and prepaid cards. According to DoED, the new regulations are intended to “protect students in the rapidly-expanding college debit and prepaid card marketplace.” Over the past two-plus years, the industry and campus card offices have followed the roller coaster ride, unsure which aspects of student card and financial accounts would be allowed and which would be prohibited. Numerous vendors and financial institutions quietly suggested they would likely exit the business if rules were overly cumbersome, as it would make an already financially tough business line more difficult. Among the concerns were a proposed moratorium on all fees for 30 days following an aid disbursement, unlimited free ATM withdraws, prohibitions on sharing student data that in some cases was required to serve the relationships, requiring direct deposit to a preexisting account as the default option, and more. Initial indications suggest that several of the items that the industry had cited as most difficult to overcome were removed or softened in the final regulation. The financial institutions and vendors involved, however, were not available to comment prior to press time. Certainly challenges still remain, but it seems the regs leave room for campuses and partners to continue work.

ED’S SUMMARY According to the DoED, the newly published regulations targeted three primary goals: that students would be able to, “freely choose how to receive Federal student aid refunds; be given objective and neutral information about their financial aid disbursement options;

and will no longer be forced to pay excessive fees to access their Federal student aid, including Pell Grants.” Per the DoED release, the regulations impact a series of key areas: Require institutions to ensure that students are not charged excessive and confusing fees (e.g., overdraft fees and transaction-swipe fees) if a student selects an account offered directly or indirectly by contractors that assist institutions in making direct payments of Federal student aid. Require an institution to provide students with a list of account options that the student may choose from to receive their student aid refunds, where each option is presented in a neutral manner and makes clear that the student can have their student aid deposited to their preexisting bank account. Require institutions to ensure that electronic payments made to a student’s preexisting account are made as timely as, and no more onerous to the student than, payments made to accounts marketed through the institution. Allow institutions to share limited student information with third-party servicers that offer financial products to allow the continued functioning of disbursement processes, while also protecting private student information, such as Social Security numbers or portions thereof. The goal of these regulations has been to ensure students have fee-free access to federal financial aid dollars funds, add transparency to contracts between educational institutions and private financial partners, and eliminate or reduce “troubling practices” identified by consumer advocates. Hopefully, time will show that the department accomplished its goals while still enabling institutions to provide strong student service via partnerships that deliver modern payment tools to constituents.

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Alumni cards open doors for services, engagement Card offices increasingly called upon to share issuance expertise We often talk about the importance of the student ID, the many services it facilitates and how vital it is for students to carry their card with them wherever they go. But what happens to a student ID when its carrier is no longer a student at all? Graduation for many students marks the last time they have to use their campus card, particularly if the card isn’t tethered to some kind of bank account or the student moves away from campus. And yet, if you ask many college graduates they’ll likely still have their student ID somewhere nearby. Whether out of habit or sentimentality, many continue to carry their campus card, and it’s this idea upon which the alumni card is built. “We have seen a number of schools start to issue cards to their Alumni, right now it’s still a minority but the number is increasing,” says Fred Emery, director of OneCard sales at Heartland Campus Solutions.

ALUMNI CARDS AT ALBERTA The University of Alberta’s ONEcard office has been issuing its Alumni ONEcards since 1996 as a means to keep alumni engaged with the university beyond their time on campus. “We have a strong campus community and whenever possible we like to keep our community members – both past and

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Winter 2015

present – active on campus,” says Jennifer McNeill, ONEcard financial lead at the University of Alberta. The university has a holistic view when it comes to alumni, and alumni cards act as an extension of that view. “If Alumni are here to use our climbing wall, grab a coffee, register in a program, volunteer for an organization, donate to our endowment funds, or buy a sweatshirt: it’s all an investment in our campus as a whole,” says McNeill. Last year, more than 800 Alumni ONEcards were issued from Alberta’s card office. “There is no cost to the individual for the alumnus card, as costs are split between the Recreation Center and the Office of Alumni Affairs,” explains McNeill. Uses of Alberta’s Alumni ONEcard include: Library privileges Sports and Recreation privileges on campus Discounts at the University of Alberta Bookstore Discounts on computing courses offered by the campus Technology Training Center Access to Career and Planning Services Alumni House use for hosting special events

When it comes to issuing the Alumni ONEcard, Alberta employs a familiar formula. “Just like current students and staff, alumni must come to campus to pick up their ONEcard with a piece of government issued photo identification,” explains McNeill. “That said, we understand that working graduates may have challenges being present at our office during regular office hours so alumni photos may be submitted online via our web site, or a photo can be taken at the Physical Education and Recreation Center, which is open evenings and weekends.” Alberta’s ONEcard office sets up the alumni account, verifies status, prints and delivers the finished card to the rec center. Rec center staff checks the individual’s government issued ID and issues the card, explains McNeill. “It’s a bit of work for the card office behind the scenes, but a simple process for the alumni making the request, which is the most important part.”

ALBERTA GOES MOBILE With a view to the future of alumni engagement, the University of Alberta plans to include a mobile credential that could extend to the Alumni ONEcard. Instead of carrying a plastic card, the mobile app from Heartland Campus Solutions displays a dynamic image of the cardholder’s identification on a mobile device.

“Here at the University of Alberta, we print a cardholder’s active status on the back of the card. It could say Student, Staff, Alumni or in some cases all three,” says McNeill. “The new mobile app will allow alumni to begin reaping rewards and discounts, right after convocation without the need for a printed card.” The university expects to launch this system in the fall of 2016.

WHY AN ALUMNI ID? At first blush an alumni card may not seem like a necessity, but there are a variety of services that a university can provide to graduates new and old. In particular, alum-

berships. “The most common uses are rec centers, but we have also seen alumni card use for swimming pools, computer labs and athletic events,” says Emery. The cards can also control the use of facilities, enable purchases at vending machines or dining halls and facilitate discounts at off-campus merchants and retailers. Universities have options when it comes to getting cards into alumni hands, but a common issuance challenge is that graduates tend to scatter. “Often an institution’s alumni organization first validates alumni status and adds updated contact information in their development database,” says Emery. “The campus card office then issues the card

ISSUING A CARD HELPS KEEP ALUMNI ENGAGED AND THIS HAS TANGIBLE BENEFITS, FROM INCREASED DONATIONS TO MORE FREQUENT PARTICIPATION IN CAMPUS ACTIVITIES ni cards are both helping to keep alumni engaged away from campus, while enabling a range of services to alumni while on campus. “Universities issue an alumni card for a variety of reasons such as offering ongoing services like the use of campus recreation facilities, for privileges to attend sporting events, for continued discounts and in general to keep alumni engaged,” Emery explains. The use of campus facilities like rec centers can either be paid or included mem-

with privileges assigned in various locations.” Alumni cards not only carry different permission and privileges, but the design of the card can vary as well. “It will vary from campus to campus but in general you may see slight changes such as an alumni designation on the card instead of student or a complete card design change with a different background,” says Emery. “In terms of functionality there is usually access control related restrictions and some campuses also have different

rules governing funds and deposits on the alumni card for purchases.”

THE BENEFITS “Keeping alumni connected can have tangible benefits since if someone feels connected they are more likely to contribute to scholarship funds, development drives and make donations,” says Heartland’s Emery. “Additionally if memberships to recreation facilities or other areas are offered, for which an alumni card is required, quite often you will see an increase in memberships that have a monetary benefit to it.” Another valuable aspect to issuing alumni cards is that a university can have updated information on the cardholder. Up to date contact info is great for various mailers, which can help to increase membership to alumni organizations, Emery says. Mobile is also starting to take off a bit as campuses launch mobile card use, says Emery. “Alumni can update a virtual credential that can show their alumni status and the university may not necessarily have to issue a physical card. Going forward, Emery sees the possibility for online payments via mobile applications. “Campuses could get a percentage back from purchases made via the alumni card, and the institution could offer discounts to alumni,” he adds. Use of campus technology facilities by alumni, such as communication equipment and labs, discounts for rental of campus facilities to alumni cardholders could all be possibilities for future growth.

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Visitor management in the residence hall secures a home away from home A conversation with CBORD’s Bob Lemley Each year, more than 600,000 U.S. college students ages 18-24 report experiencing some kind of violent crime while on campus, according to data published by a U.S. Department of Justice study of violent crime on college campuses. Violent crimes include everything from robbery and rape to aggravated assault. Moreover, 84% of women who reported being sexually coerced experienced the incident during their first four semesters on campus – the period of time that most college students live in on-campus housing. The statistics are troubling, but universities and vendors alike are working to implement solutions to make campus and campus housing safer for students. Of the many security measures available, visitor management systems offer a first line of defense.

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To get a better idea of what’s being done on the visitor management front, CR80News spoke with Bob Lemley, director of software development for CBORD, about the visitor management challenges in higher education and how universities are navigating the issue.

HOME SECURITY While the idea of visitor management sounds all encompassing, the challenge for colleges and universities isn’t how to manage guests on the campus as a whole, but rather their access to specific locations within the campus. And no location is more crucial than the residence halls. Think of it as compartmentalized visitor access.

“We haven’t built fully fleshed out visitor management solutions for an entire campus, but rather we have focused specifically on residence halls,” says Lemley. “One of the things that you’ll find with visitor management is that the rules and implementations are extremely diverse. It makes the rest of the things we do seem simple.” The first challenge with visitor management in residence halls, albeit an obvious one, is that people actually live in the building. “It’s not an 8:00 a.m. to 5:00 p.m. clock-in, clock-out scenario,” explains Lemley. “When someone comes to visit a dorm, they’re visiting someone’s home, and you’re managing that home.” The typical college campus also tends to be open in terms of general access, making visitor management at the residence hall

level all the more important. “Universities have to balance how much protection they provide for students, while also providing the convenience and comfort of a home,” explains Lemley.

FRAGMENTATION DEFINES VISITOR RULES Rather than a set of best practices that can be applied across the board, every implementation is highly customized to that institution and the rules are fragmented, explains Lemley. “Policies typically don’t fit into a standardized set of algorithms like meal plans or the rest of what a campus card system would do,” he says. “You get into all kinds of little detailed things that take a lot of business logic to implement.” Universities can, for example, have special policies for the handling of minors that requires them to always be accompanied by a parent or guardian. Other universities have a family pass system where residents have two passes each semester for a group of visitors. And it’s not that University X has a specific rule and University Y has another specific rule, rather each tends to have a whole set of unique and complex rules. There are, however, some familiar measures that can be seen across institutions. For example, many universities have 24/7-attended desks where all visitors and guests have to pass by the attendant, be accompanied by a resident and check in.

VETTING IDS CBORD offers a visitor management tool that can capture a visitor’s ID, as well as determine what kind of credential was presented – driver license, student ID, or otherwise. The feature specifically addresses the problem of managing visitors into res halls with either manned or unattended front desks. A built-in, web-based feature also simplifies the registration process in advance for students expecting guests,

while enabling desk attendants to stay informed about guest statuses. When it comes to vetting off-campus guests, policies vary but visitor management protocols can build in everything from guests simply stating who they are, to capturing a picture of them, to seeing a credential and specifying what kind of credential, to capturing the credential itself, explains Lemley. The idea differs when it comes to oncampus visitors, though, as an institution can assume that the campus card is compatible with its existing protocols and can be used to verify identity without any friction, explains Lemley. A natural extension to vetting visitors at the door is checking visitor IDs against criminal registries. It’s an added precaution that is available, though it’s not always a straightforward implementation. “What we do is similar to university ban lists,” says Lemley. “There is an open, nationwide database for registered sex offenders that we can check against, but when it comes to criminal conviction records, databases vary from state to state

and frankly these tend to not be very useful.” As Lemley explains, the challenge with general criminal registries is that there could be 200 “John Smiths,” and then the task becomes figuring out if the “John” in front of you matches the person on the registry. “What we have found in talking to people who use these databases is that this process quickly becomes a problem,” says Lemley.

THE LIFECYCLE OF A VISITOR The typical visitor lifecycle goes something like this: Registration – the resident stipulates that they are expecting a guest Checkin – at the desk, the guest is presented and checked in Checkout – the guest is removed from the active status via either automatic or manual means. One commonality that Lemley sees at dorms with a front-desk setup is that the guest typically has to be accompanied

Temporary IDs, contractors and campers Another facet to visitor management is the issuance of temporary cards or visitor badges. It’s standard fare for a number of market verticals, but higher ed doesn’t always lend itself to these types of solutions. Campuses rarely issue temporary cards or badges to student guests, but official campus visitors, vendors and contactors are almost always issued some kind of temporary credential, says Bob Lemley, director of software development for CBORD. Official university visitors are typically handled the same way as a student or faculty member. “They are issued a card that’s valid for a limited amount of time with limited privileges,” explains Lemley. “That’s a very common set of requirements.” Where it gets more challenging, though, are summer camps where you’re dealing with the housing office where management systems can be very diverse, explains Lemley. “We have been, and are still, building systems that will make the whole camp experience easier to manage from an auditing point of view,” he says. “And frankly, a lot of it comes back to the residence hall and making sure people can get into the right room.”

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by their resident any time they pass the threshold. For example, if a resident and guest both leave to see a movie, they both have to come back together in order for the guest to gain access to the residence hall. “We can actually put alarms on individuals so that when their check-in occurs, we

Extension of visiting hours is another of the many adjustable protocols that universities and their disparate residence halls must determine. “But that’s an easy class of rules to parameterize,” says Lemley. Typically, visitor management parameters are laid out by housing administration

THE SYSTEM CAN TEXT OR EMAIL A HOST INSTRUCTING THEM TO CHECK THEIR GUEST OUT AT THE FRONT DESK IF THE APPROVED DEPARTURE TIME HAS PASSED OR NEEDS TO BE EXTENDED can push different kinds of notifications,” explains Lemley. “For example, if a guest was registered for a 12-hour visit and they’ve been there for eleven hours and 45 minutes, we can send a text or email reminder to the host to send their guest home or check them out at the desk.”

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with considerable student government association involvement. “If campus police are going to be involved in policy enforcement, then they’ll be there and it’s not unusual to have risk management or legal participate to make sure the parameters are agreeable,” says Lemley. “Legal and risk management could

also compose the review committee, with the other entities meeting separately first to lay out the parameters.” The rural versus urban dichotomy is another significant consideration when it comes to visitor management. “Suburban and rural campuses tend to be far more relaxed with their visitor policies than urban campuses,” he says. “Urban campuses typically contend with increased crime rates and see more foot traffic be it the homeless or other individuals passing by.” This all leads to the need for greater security. Despite the many challenges posed by visitor management in higher ed and the fragmented nature of visitor protocol, the end game remains the same. Dorms are a student’s home away from home, and properly safeguarding these facilities is paramount. “We want to know who the guests are,” says Lemley. “And we want the host to know the visitor policy and to register their guests accordingly.”

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Wearable ID: Is it a fit for your campus? TOM STILES, EXECUTIVE DIRECTOR, IDENTIFICATION SYSTEMS GROUP

We often hear that campuses have trouble getting students to remember their ID cards, but those same students would never forget their phone. Wristbands that contain proximity or contactless smart card technology have attracted attention for a similar reason – they are hard to forget. While perhaps not a viable replacement outright, this product can be a great supplement to the standard ID card. You are familiar with the vast and varied reasons given by those claiming that ID cards are not convenient. They’re difficult to get out of a wallet, not practical when going for a run or visiting the fitness center, can be easily broken in or out of the wallet

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and easily lost. And we’ve all heard the stories about cards failing after being used to scrape ice off a windshield or going through the laundry. I am not advocating replacement of the ID card. At the Identification Systems Group (ISG), I intently monitor the use of smart phones, biometrics and wearables, but I believe ID cards will be here for quite a while. That being said, wristbands are convenient, and I can see why they are growing in popularity. For starters, they’re easy to locate and use, hard to misplace, easy to carry and difficult to break.

APPLICATIONS If you use proximity or contactless smart card technology, you can use a wearable ID anywhere a reader has been installed. Think about the benefits of speeding up processes, increasing throughput and adding convenience for door access control, dining, library, bookstore and fitness center use.

ISSUING THE WRISTBAND The process to tie the wristband to cardholder data should be the same as when you issue a proximity or contactless smart

THE WEARABLE IS ANOTHER ID AND NEEDS TO BE TREATED AS SECURELY AS THE ID CARD ITSELF. CARDHOLDERS NEED TO UNDERSTAND THAT IT MUST BE REPORTED IF LOST OR STOLEN.

card. The ID wristband number needs to be “read” into the enrollment screen and saved. The “reading” can be done with an inexpensive USB reader. This enrollment is typically done in the photo ID software – if there is integration with the other applications that need the number – or through separate enrollment processes. You may be thinking, “I already have the card number in the database.” But check with your door access control system and other applications, as most have a field for a secondary ID number.

CONTACTLESS SMART CARDS If you use contactless smart cards rather than proximity, you still use an ID wristband. This is because the same chip that resides in your smart card can also be embedded in a wristband. There are, however, some factors to look into. Does your current system read the Card Serial Number (CSN) or a secure sector or application on the card? Use of CSN makes things very easy. However, if secure sector or application is read, then you will need to coordinate the programming of the wristbands with the security key. Your Identification Systems Group dealer can help you with this, somewhat complex, task.

BRANDING AND CONVENIENCE

CHARTING A COURSE TO WEARABLES

ID Wristbands can also be a branding opportunity for a campus, as they are available in various colors and support custom printing. It makes a lot of sense to customize the wristbands with your university’s color and logo because wearables can be a great tool for increasing brand recognition and school spirit. Moreover, with the increased convenience you can offer to your cardholder base, wristbands can also be offered as a buy-in option. By charging a fee, the campus can cover costs or even make some profit. Flyers on campus, student competitions, giveaways or social media outreach can be great ways to spread the word about wearables, as well as explain their benefits, cost and uses.

A great example of an ID wristband product is the UBand. It is manufactured by Brady People ID, an authorized manufacturer partner of the ISG. Brady People ID works with dealers to provide UBands for access control, contactless payments and other applications on college campuses and a host of other markets. College students have been especially receptive to the wearable ID’s comfort and convenience, easing everyday tasks like paying for a meal or opening a dorm room door. Depending on the implementation, wristbands can even enable off-campus purchasing at merchants that are a part of a university’s off-campus program. Your local ISG dealer can help you through the process of issuing ID wristbands or exploring other wearable options. If a wristband isn’t right for your environment, consider a key fob or sticky disc. Your local ISG Dealer can not only provide pricing on the options, but they can provide the enrollment USB reader, validate your current card to assure you get the correct numbering format, provide samples for testing and provide overall guidance.

REPORT LOST OR STOLEN It may go without saying, but the wristband is another ID. For this reason, it needs to be treated as securely as the ID card itself and must be activated when issued and de-activated when lost or stolen. It is important that you stress to your cardholder base that they must report if a wristband is lost or stolen.

Winter 2015

CR80News

Georgia Southern expands use of iris biometrics Rec center added following strong adoption, use at campus dining halls Last year, Georgia Southern University joined a growing number of institutions deploying biometrics technology on campus. Long on the receiving end of privacy concerns, biometrics is now enjoying acceptance in higher education, in part, because new students are growing up with the technology and don’t fear it. Georgia Southern first installed iris biometrics in its dining halls as part of an opt-in program to increase throughput at the door. The adoption has been nothing short of remarkable, says Richard Wynn, director of the Eagle Card Office at Georgia Southern. “Since August 2013 we’ve seen more people opt to use the iris camera than to use their card to enter the dining facilities,” he says. The iris program has enjoyed so much success that the university has now expanded its use to the campus rec center. In partnership with the Eagle Card Program, the university’s Recreation Activity Center (RAC) now offers students the option of iris recognition for quick, hygienic, hands-free entry into the facility. Iris technology will be the third in a series of entry-methods that are part of RecTrac, the center’s entry system. Students may alternatively present their Eagle Card at the

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front desk or use the fingerprint scanning technology to enter the facility. Georgia Southern worked with ColorID to deliver the initial iris system, but even from the early stages of the program, expansion was always in the cards. Any facility or application where you use a card as a unique identifier can integrate iris biometrics, explains Tim Ortscheid, Biometric and Access Control Specialist for ColorID. “Essentially your iris camera becomes a card reader and your iris becomes your card.” Campus Recreation and Intramurals had used fingerprint biometrics for entry, but the method proved to be problematic, explains Wynn. With the success of the iris technology in the residential dining facilities, the Campus Recreation and Intramurals leadership contacted Wynn about extending the service to their location. Students can enroll for the iris program at the rec center or the Eagle Card Center. Of the university’s total enrollment of 20,500, some 15,000 students have already enrolled in the iris program. Participants are able to use the access method at the rec center and two dining commons on Georgia Southern’s campus. “The RAC’s incorporation of this technology is a perfect example of how using

this system across campus can provide secure, accurate and seamless access for our entire Georgia Southern community,” says Wynn. “The two-million entries in our dining facilities over the past two years are proof that the expansion of iris entry will be successful in other parts of campus.” “Since unveiling iris on campus, more than 3,400 freshmen have enrolled in the program each year,” says Wynn. “And with the expansion to the RAC, even more upperclassmen have enrolled.” The iris system uses a biometric device that digitizes a photograph of the user’s eyes and creates a template. This software then stores the template and when a user accesses a protected area, the new iris image is matched against the stored template to grant or deny access. “Iris at Georgia Southern is an amazing example of how a new technology, when planned out and implemented correctly, can really improve existing systems,” says Ortscheid. Georgia Southern Informational Technology Services is exploring additional use cases for iris access in other areas of campus, including an art building. “As they review and monitor the implementation in the RAC, they’ll further explore its application elsewhere,” says Wynn.