Policies & Procedures

I. PURPOSE

All enrolled students, faculty, staff and affiliates of Longwood University are eligible to receive a Longwood identification card or LancerCard. The requestor must present a valid form of identification at the LancerCard Center and the office must validate the information against the appropriate University administrative system.

II. POLICY

The LancerCard is an official form of identification. The card lists the bearer's full name, picture and status with the University. Each card has a proximity chip inside the card and a magstripe on the back of the card. These cards allow students, faculty and staff access to residence halls, dining, and academic buildings, and gives them the ability to deposit funds on an account to make purchases, both on and off-campus. The door access system is administered by the Integrated Systems Security Office in the Campus Police Department and all other functionality is administered by the LancerCard Center.

Each person can possess only one valid LancerCard at one time. The card must be carried at all times when at Longwood University and presented upon request to University officials. Any misuse of the LancerCard will result in disciplinary action.

1. Lost, Stolen, or Misplaced Cards
   The card holder is responsible for immediately reporting a lost, stolen, or misplaced card. Card holders can report this online at longwood.edu/lancercard or they may contact the LancerCard Center during business hours. The LancerCard Center is located in room G22 in Lancaster Hall. The phone number is 434-395-2715.
   
   If reported after hours, the card holder must come to the LancerCard Center during business hours for a replacement card. A replacement fee will be charged for lost, stolen, misplaced, or abused cards. Longwood University and/or the LancerCard Center are not responsible for the use of any lost, stolen, or misplaced card until reported.
2. L Number
   The L number is a unique 8-digit number, preceded by an "L", which is used to identify student and employee records. This number is used in many systems across campus such as Banner, CS Gold, Lenel, etc.
   
   All students are issued an L number upon admittance to the University and all faculty and staff are issued an L number at the point of hire. The L number follows the individual throughout their Longwood tenure and stays on record as part of historical data.
   
   All faculty, staff and affiliates are issued an L number upon official hire to the University. The L number is generally issued upon completion of hiring paperwork and/or Employee Orientation.
3. Privileges
   The privileges associated with the LancerCard are dependent upon the employment status for faculty and staff and the registration classification of the student. For students, the number of registered credit hours, and/or payment of special fees are also taken into consideration. Such privileges include, but are not limited to, building access, Library privileges, admittance to Athletic events, Campus Recreation, and University events.
4. Students
   Students who are officially registered for one (1) or more credit hours at Longwood University are eligible to receive a LancerCard. The first card is free and there is a replacement fee for each additional card. Student ID cards are issued at the LancerCard Center located in Room G22 in Lancaster Hall. Spouses and dependents of students are not eligible to receive a LancerCard.
   1. Consortium Students
      Consortium students are officially registered at one university or college, called their "home" institution or "institution of record," but take classes at other educational institutions, called "host" institutions. Students who are in the Consortium programs may be taking classes at Hampden Sydney. Students who have Longwood University as their home institution receive a LancerCard and have student privileges. Students who do not have Longwood University as their host institution may receive free Library borrowing privileges for the semester during which they are registered for classes at Longwood University by obtaining a special borrower's card from the Library. They are not issued a LancerCard and therefore do not receive any other privileges. Students that do not have Longwood University as their host institution do not have the option of paying special fees for privileges.
   2. Off-Site Students
      Students enrolled in classes at Longwood University that are held off site are eligible to receive a LancerCard. The LancerCard provides these students with access to University-related services and facilities. The initial card is free. Interested students may obtain a LancerCard application form from their Site Director. After the completed form has been returned to the Site Director and processed at the main campus, the LancerCard will be sent to the Site Director. Students can then receive their cards from the Site Director after showing proof of identification. Students taking only web-based classes are not eligible to receive a LancerCard.
5. Faculty/Staff
   Individuals who are employed by Longwood University are eligible to receive a LancerCard. This card is valid as long as they are employed at the University. The first card is free and there is a replacement fee for each additional card. Faculty and staff cards are issued at the LancerCard Center located in Room G22 in Lancaster Hall.

Approved by the Board of Visitors, December 3, 2010.