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KU Card Center - Request for Release of Photo

Policy
Purpose: 

To define the circumstances when The University of Kansas will release a photograph from the KU Card Center.

Applies to: 

Students, Faculty, Staff, and other members of the KU community on the Lawrence campus and its reporting units.

Campus: 
Lawrence
Contents: 
Policy Statement: 

Photos residing in The University of Kansas, CS Gold (card system) database will only be released under the following circumstances:

1.      Police investigation concerning a missing person or a person who is suspected of committing a crime

Procedure: The police should arrive with a properly issued search warrant (a court order) or subpoena.  Prior to the release of the photo, a full-time staff member of the Card Center must contact University General Counsel in writing, via e-mail or letter, or call to explain why the photo is being requested and to seek approval (verbal or written) to release it.  If University General Counsel is not available to respond, approval will be requested from the Provost Office.  Upon approval, a full-time staff member in the Card Center will release the photo to law enforcement officials by making a copy of the digital image.  

Note:  If the subpoena or search warrant is for a photo of a student, the student is to receive notification to his/her last known address as listed in the University’s record with the Registrar (SAKU), and this written notification must occur prior to the release of the photo to the police, so that the student has a reasonable opportunity to file an objection in court to the release of the student’s personally identifiable information, which includes a photo.  The only exception to giving this prior notification is if the subpoena or search warrant (a court order) specifies that no notification is to be given to the student.  (12/12/2003)

2.     Individual Request

Procedure:  A student, faculty, or staff member may request a copy of his or her own digital photo.  A full-time staff member of the Card Center will release the photo of the individual only if it is the photo of the individual making the request and the individual shows proper identification, i.e. driver’s license.  The Card Center will email the digital photo to the employee or to the student.  A $3.00 administrative fee will be billed to the individual, and a release form will be provided to the individual for signature, which will then be filed in the Card Center for future reference.

3.     Departmental Websites

Student, including student employee, photos are generally not considered directory information; thus, unless there is a demonstrable legitimate need to access the photos in order to carry out their responsibilities, departmental representatives will not have access to the photos. However, the University can use ID photos of its employees (including student employee) for departmental identification, including posting on its website and for use in university systems and campus email, when notification of this potential use of the photo has been given by the department to the employee prior to posting the photo. 

Contact: 

KU Card Center
1301 Jayhawk Boulevard
Lawrence, KS 66045
kucard@ku.edu
Ph 785-864-5845
Fax 785-864-5842

Approved by: 
KU Card Center
Approved on: 
Thursday, October 26, 2000
Effective on: 
Thursday, October 26, 2000
Review Cycle: 
Annual (As Needed)
Keywords: 
KU Card, Card Center, identification card, KUID, photograph, release of photograph, identity, department website, police, search warrant, court order, subpoena
Review, Approval & Change History: 

10/11/2006: Last revision made

11/27/2006: Last revision posted online

January 2015: Revised to permit the use of faculty, staff, and student photographs in university systems and campus email.

09/17/2015: Revised wording "saving it on a floppy disk or sending it via email" from item 1 procedure to "making a copy of the digital image".

10/02/2015: Changed name of hyperlink in related policy links from Replacement Card to Instructions for a lost, stolen, or damaged KU Card

10/13/2015: Added anchor links to text and edited links to open in new window.

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