Employee Identification Cards
Human Resources Policy: 20.034The University provides all staff with a "Brown Card" Employment Identification Card. Employees with valid Brown Cards are entitled to use a variety of campus services limited to Brown affiliates (e.g., libraries, athletic facilities).
General Information about Employee Brown Cards
The Brown Card remains the property of Brown University. It is entrusted to each staff member (while employed by the University) and retired employees. Most individuals are required to obtain a Brown Card if they use campus services. Cardholders may possess only one Brown identification card at a time.
The Brown Card must be presented when seeking access or privileges determined through the Brown University One Card System or upon request of a University official.
University service providers or program units (e.g., Athletics, Media Services, Library) are not allowed to take physical possession of the Brown Card as collateral for items which are to be borrowed or rented, or for the purposes of allowing a cardholder usage of a service. If this occurs, the cardholder must report this situation to the Brown Card Office .
University service providers or program units are not allowed to attach items (e.g., stickers) or perforate the Brown Card. Attachment of foreign objects to the physical card will cause damage to campus card readers.
A Brown Card may be required to obtain discounts for good and services provided by non-Brown affiliated businesses.
Obtaining a Brown Card
Employees will be photographed and will receive their Brown Card IDs in the Brown Card Office .
Lost, Stolen or Damaged Brown Cards
It is the responsibility of the cardholder to report promptly a lost or stolen identification card. If the loss or theft is discovered during normal working hours, notification should be made to the Brown Card Office . Outside of business hours, the loss or theft should be reported to Police and Security.
Stolen, malfunctioning, or accidentally damaged Brown Cards will be replaced free of charge. Lost cards or cards deliberately damaged or damaged through negligence will be replaced for a fee. Subsequent replacement fees will increase for each required replacement, up to a maximum replacement fee.
Fraudulent Use of Brown Cards
Brown Cards are strictly nontransferable.
Fraudulent use of a Brown Card will result in disciplinary action. Fraudulent use includes using or permitting the use of a card by a person other than the individual to whom it was issued or for the benefit of a person not entitled to the access or privileges for which it is used.
Confidentiality of Brown Card Photo Images
The photo image and all other cardholder related information will be used exclusively for official University business and will not be made available electronically or otherwise for any other purpose.
Photo images will be released only if the cardholder or a legally authorized Generalist of the cardholder has submitted a signed consent (available through the Brown Card Office).
Brown Cards for Employees on the Limited Duration Payroll
Employees working on the limited duration payroll usually do not receive Brown Cards, however, they may be eligible to receive a limited-privilege Brown Card if necessary to perform the position's duties. (Please refer to HR Policy # 20.012, Employment on the Limited Duration Payroll and through Temporary Agencies for more information.)
Returning Brown Cards
Employee Brown Cards are considered University property and must be returned upon termination of employment (other than because of retirement) along with other University property.