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POLICY STATEMENT:
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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 and saving it on a floppy disk or
sending it via email.
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
Photos are 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 (other than the Card Center
staff) will not have access to the photos. However, the University can
use ID photos of its employees (not students) for departmental
identification, including posting on its Website, when notification of this
potential use of the photo has been given to the employee prior to taking the
photo. Notification will be provided in the new employee packet
provided by the department of Human Resources and Equal Opportunity.
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KEYWORDS:
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KU Card,
Card Center, identification card, KUID, photograph, release of photograph,
identity, department website, police, search warrant, court order, subpoena
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