Faculty & Staff
Photo Submission Process Change
As of September 1, 2016, online photo submissions will no longer be accepted for members of the university community wishing to replace a CMU ID Card. All patrons are required to have a new photo taken in person at the ID Card Services station in The HUB for any kind of ID Card replacement (i.e., renewal, lost card, stolen card, name change).
Faculty and staff can obtain their Carnegie Mellon ID Card once they have been entered into the Human Resources Employee Module (HREM). This includes Reserve Officers Training Corps (ROTC) faculty and Temporary Employment Services staff.
New Faculty & Staff
Renewing an Expired Card
An ID Card may be replaced at any time up to one month before the expiration date that is printed on the ID Card.
To renew an expiring card, visit The HUB to turn in your expiring card and have a new card printed. Cardholders are required to have a new photo taken in person at the ID Card Services station in The HUB. The new ID card will be printed in The HUB once the expiring card is turned in.
The current ID Card must be surrendered when the replacement card is printed, otherwise the current lost card fee of $25 will apply.
It is important that The HUB be notified of lost or stolen cards as soon as possible in order to insure that unauthorized access either to facilities or funds on the card does not occur. As soon as an ID Card has been lost or stolen, faculty and staff should contact The HUB so the card can be deactivated.
To obtain a replacement ID Card, the cardholder must continue to meet the card eligibility criteria and complete an ID Card Request form with all the necessary signatures and submit it to The HUB. The cardholder will have a new card number assigned in order to prevent fraudulent use of the lost or stolen card.
There is a nonrefundable fee of $25 for replacing lost ID Cards. Stolen ID Cards will be replaced free of charge if the cardholder produces a police report or Carnegie Mellon incident report verifying that the card was stolen. Otherwise, it will be treated as a lost card and the card replacement fee will apply.
Replacement ID Cards will only be issued to the cardholder in person. The HUB will not mail replacement ID Cards.
To obtain a replacement ID Card for a damaged card, the cardholder must continue to meet the card eligibility criteria. They must complete and sign an ID Card Request form and return it to The HUB. A $5 fee is charged to replace damaged cards. Expired cards will be replaced free of charge upon exchange of the original card. In both cases, without the original card, the card replacement fee of $25 will apply.
Authorized Designate Renewal
If a cardholder is unable to visit The HUB to renew their ID Card, the cardholder may authorize a designate to renew their ID Card for them. The cardholder must complete the ID Card Request form, as well as the Authorized Designate Renewal form. The designate must bring both completed forms to The HUB, along with the cardholder's current ID Card. The designate must be the individual named on the designate form and must present their valid ID Card. When we have completed printing the replacement ID Card for the cardholder, the designate will be required to complete and sign the ID Card acceptance portion of the designate form.
A department is allowed to appoint a designate to renew multiple cards for a single department as long as the designate is willing to accept responsibility for the ID Cards until they are delivered to the appropriate cardholder. An ID Card Request form and Authorized Designate Renewal form must be completed for every ID Card that the designate will be renewing.
Designates must deliver the ID Cards to the cardholders in person. Under no circumstance is the designate allowed to leave the ID Card in a campus mailbox or to have the card delivered by an external mail/package delivery mechanism such as the USPS, UPS or FedEx. Once the card is signed for, the card is now the responsibility of the designate.
Employees who have not surrendered their ID card at the end of their previous employment must surrender their most recent card to ID Card Services upon re-hire. Failure to do so will result in a $25 lost card fee.