PolyCard Guidelines

Who is eligible to receive a PolyCard?

PolyCards are issued to current faculty, staff, students and emeriti, e.g. instructor who is teaching a class; staff member who is employed in a college or division; student who is currently enrolled; emeritus status granted by the Office of President.

Who is not eligible to receive a PolyCard?

Anyone does not have an active role mentioned above is ineligible to receive a PolyCard. Examples include: affiliated persons (e.g., contractors, visiting professors, volunteers, etc.); students currently in the application/entry process; faculty and staff not currently employed by Cal Poly.

Authorized Use

PolyCards are the property of Cal Poly not the individual cardholder, and the University governs all uses of the PolyCard. The PolyCard itself is non-transferable. It must be presented or surrendered to campus authorities, including PolyCard Services, upon demand. Unauthorized use, sharing, alteration or duplication for fraudulent purposes will result in immediate confiscation of the card and may result in disciplinary or legal action.

Use of the PolyCard for campus services must be reviewed and approved by Information Technology Services and other appropriate campus authorities using established procedures. Unauthorized uses constitute a violation of this policy.

Approved uses of the PolyCard must conform to all applicable laws and policies. This includes but is not limited to Cal Poly’s Information Security Program, Information Technology Resource Responsible Use Policy, Confidentiality-Security Agreements, and Use and Release of Student Information Policy.

The PolyCard Services will issue one active PolyCard to each authorized user for use during their tenure at Cal Poly. The issue of the one active PolyCard will be based upon the individual's primary affiliation with the University. The name appearing on the PolyCard will be the cardholder’s official name of record with the University.

PolyCards become invalid upon termination of affiliation with the University and must be surrendered upon request. The PolyCard is not to be retained for equipment checkout and must remain in the possession of the cardholder.

Photos of users who do not appear on current enrollment or employment records will be marked for deletion, generally within 90 days of the individual leaving the University.

Non-State Employees

ASI employees must bring a picture ID and a letter from their Human Resources Manager verifying their employment status.
Corporation employees must bring a picture ID and New Employee Information Form they received from their Human Resources Manager.

Lost or Stolen PolyCards

A lost or stolen PolyCard can be deactivated and will no longer function electronically.  Go to the Cal Poly Portal (http://my.calpoly.edu), choose the Money Matters tab, and click on the Fast Pass / Campus Express Account link, then choose Lost/Stolen Card on the left.  Click the “deactivate” button.  A card may also be deactivated by contacting PolyCard Services at 756-2614 during normal business hours. 

Visit PolyCard Services in building 46 to obtain a replacement; ensure the lost card status has been removed from your account.

If you happen find your card after deactivation (and before optaining a replacement), activate it online or bring the card in to PolyCard Services to have it reactivated.  If you find someone else's lost card, please bring it to PolyCard Services.

All requests for replacement PolyCards require the following:

  • A completed ID Request Form, available at the office
  • A $5.00 fee is applied at time of printing.

Faded and Worn Out PolyCards

If your PolyCard is worn out from years of normal use, bring it in to the PolyCard Services for a no-charge replacement.

Privacy

Your photograph will be used to create your PolyCard. Its uses will be subject to the campus Information Technology Resources Responsible Use Policy and Policy on Release of Student Information. For more information, see: http://security.calpoly.edu/policies/.

Students:

In accordance with the Family Education Rights and Privacy Act (FERPA), your photograph is part of your educational record. As directory  information, it can be released to campus officials, e.g. instructors and University Police, for educationally related and university purposes. The University will not release your photograph outside the institution, unless permitted or required by law.

Faculty, Staff, Foundation, ASI, and others:

Your photograph is protected by the Information Practices Act and will not be released unless permitted or required by law.

Data collected and stored electronically in conjunction with the uses of the PolyCard is subject to the same restrictions and guidelines noted above. While PolyCard Services does not track individual card use, it may provide general demographic data to campus service providers on the use of their services.