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CARD ACCESS

Access by University ID
All employees authorized to make photocopies will swipe their photo ID through a card reader to active the device and make copies.  The per-copy charge will directly charge to the budget code associated with the cardholder.  Official employment through established University procedures must be completed to enable access.

Use of University Equipment
As with any University business equipment or material, departments are responsible for advising employees of their responsibilities when using University equipment.  MFD devices are available to the campus for bona fide university-approved use.  Employees should not access devices for personal use.  Misuse of equipment and materials may result in violations of University policy and can lead to dismissal.

Authentication process – How it works
The card reader on each machine is connected to the ODU network.  When a card is swiped, the card data is read and verified against the institutional employee record.  The user ID, the device name, time and date, and volume and type of transactions are recorded.  The transaction record provides the accounting data that becomes the basis for billing. 

Advantages

  • Any ODU employee can use any device on campus and the cost is charged to the employee’s department.
  • Authentication controls insure that only authorized employees are accessing University equipment.
  • Greater transaction detail is captured so departments can better understand office usage and manage output costs.

Third-Party Multifunctional (MFD) Card
Under certain circumstances, budget unit directors may request additional ODU ID-style cards for use with multifunctional devices. These cards provide authentication and billing for specific budgets or grants and permit volunteers to access a multifunctional device. Categories for third-part MFD cards are:

  • Specific budgets/grants
    Faculty and staff may have authority to charge MFD services to a specific budget or grant different from the budget under which they are employed.
  • Volunteer Cards
    Many university offices enjoy the assistance of unpaid volunteers that may use office resources, including the multifunctional devices.
  • Adjunct faculty, graduate assistants and student workers with incomplete employment records.
  • Employees “on loan” to another department
  • Research Foundation Employees not associated with ODU Payroll records.
  • Any employee working in more than one department.  Charges are posted to the primary department of record.

Requesting a Third Party MFD Card
Requests for third-party MFD cards must be submitted in writing to Copy Central  Administrator, OCCS, 4300 Engineering & Computational Sciences Building. (Email requests cannot be accepted.) The request must include the following information:

  • Department name/grant name
  • Budget Code
  • Reason the card (s) are needed
  • Ink signature of Budget Unit Director

After the request is approved, Copy Central will notify the requesting department via email that the cards are ready for pick up. There is a three-day turn-around for processing MFD requests.

The cards will bear the name and identifying code of the department or grant, rather than the name of an individual. Use and control of third-party MFD cards are the responsibility of the budget unit director.

Troubleshooting Card Reader Errors
The University ID cards MUST be removed from the plastic sleeve before swiping them through the card reader. The readers can NOT read the magnetic strip through the plastic.

Message: Sending Boot Message
There was an issue with the system resetting itself overnight and not coming on in the morning. This issue is fixed, however, if any user sees this issue again, please contact Copy Central. The card reader and the devices should not be rebooted.

Message: Card Not Recognized
The reader may not be adjusted properly. Sometimes swiping upward will work better than swiping downward. Users can do this as a temporary fix until the adjustments can be made.
Make sure  the magnetic strip on the card is facing up and toward the reader.  If a user swipes the card and the reader does NOT display a message other than the 'Swipe Card' message, the card does not contain the necessary information on the magnetic strip. Users must go to the University Card Center and have the magnetic strip re-coded.

Message: Invalid Card
This indicates an invalid match with information in the ODU database. If the card is new or a new replacement, the card will not work until after the database is updated with new information. Please wait a day, then contact Copy Central. The University Card Center cannot assist and should not be contacted. Users may opt to use a departmental third party card while database is being updated.

Best Practices

  • Budget unit directors should confirm eligibility for  new employees to access devices by confirming that employment records are complete.
  • Make sure the magnetic stripe on the card faces you.
  • If you store the card in a protective cover or plastic sleeve, remove it before swiping.
  • Be sure you have a current ID card.
  • After copying, press the END key.
  • If your device is out of paper or inoperable, use your card at another device.  Ask your local contact for locations.

Reporting a Lost MFD Card
The loss of individual ODU ID cards should be reported to the University Card Center, 1110 Webb Center. Replacement fees will apply. The loss of a third-party MFD card should be reported to the Copy Central Administrator. No fees will be assessed for replacement of third-party MFD cards, however Copy Central reserves the right to charge the cost of card duplication for repeated losses by a department.

Restricting Access
Under the most severe circumstances, a budget unit director may elect to prohibit (or rescind) individual employee authorization to use the multifunctional devices.  By contacting the Copy Central Administrator, access can be removed on a temporary or permanent basis.  Access removal cannot be performed on a device-by-device basis.  Once removed, access to all devices is denied.

Standard Time Out
The Card Reader has a set time out of 180 seconds or 3 minutes. So that the next user does not have to wait for the time to expire, users should press the END key after use.