Identification Cards

Types of ID cards

There are two types of ID cards: 

Access Card: This type of card is a fully programmable, encrypted multi-function card. It is issued to people requiring access to buildings after normal business hours or to restricted areas, and may be used to charge meals in the IAS Dining Hall. (There are additional capabilities built into the card for future uses.) The issuance of this type of card for a stay of eight days or more requires a photograph of the cardholder. The replacement cost of this card is $10. Generally this Access Card will be issued to Faculty, Staff, Members, and Visitors.

Dining Card: This card does not give building or restricted area access to the cardholder, but can be used to charge meals in the Dining Hall. Generally, this card are issued to Friends of the Institute and others given the privilege of charging in the Dining Hall.

Expiration

Faculty and staff cards will expire and be replaced after five years, to ensure that photos are updated periodically. 

Members' cards will have an expiration date tied to the end date of their appointment, as specified in the P3 database. This will be revised if their appointment is changed.

Charges

Members and visitors are provided an ID card. There is a charge at cost for replacement cards. The current cost of an ID card is $10. 

Staff and faculty are provided an ID card, and replacement cards at no charge.

All spouse/companions are eligible for photo ID cards upon request free of charge but will continue to be charged for a replacement card. 

Pictures for ID cards

There is a photo station located in the duplicating area in the lower level of B Building.
In future years, if the member photos that are used in the IAS facebook meet a basic specification, the pictures may be used for production of their ID cards so the cards are ready upon their arrival.

Lost or Stolen ID card

If an ID card is lost or stolen, it must be reported to IAS Public Safety immediately by 
email pubsafe@ias.edu, or by telephone at ext. 5460.

The original card will be disabled immediately, and a new card will be issued on the next business day. The newly issued card will replace the previous card.

Programmed Access

Cardholders are granted standard permissions to enter buildings after normal business hours based on their affiliation. Other restricted areas may be accessed if authorized and the ID card is coded with specific permissions. Requests for access to areas outside one's normal profile will be directed to the person responsible for the area being accessed.

Options for Visitor Access (short term or other)

Visitors who are in residence for one month or more are issued an Access Card for building and/or fitness center access as well as charge privileges. Visitors who are visiting for less than one month are issued a photo Access Card for building access and/or fitness center access if needed, but do not have charge privileges. 

Visitors with stays of seven days or less, are required to have a photo Access Card. Their Access Card will be printed from the visitor information in P3, and their school notified when the card is ready for pick up at Reception prior to their arrival. 

Visitors with stays of eight days or more are required to have a photo Access Card. If they are expected to arrive during non-business hours, Public Safety will provide a temporary, non-personalized Access Card until the next business day, when a photo Access Card can be issued. After the photo is taken and the card printed, the cardholder will be notified and the card will be left at Reception for pick up. Once issued a photo Access Card, a Visitor will have the option of having that card reactivated during future visits. 

For visitors who have not been entered into P3 by their school and who need a card immediately, a temporary Access Card may be obtained at Reception, provided that prior notice has been given by email or phone call from the school. The visitor will be required to supply an official form of ID (passport, driver's license, etc.) which will be scanned and the copy filed. Temporary Access Cards will expire at the end of the next business day, and are intended to be immediately replaced by personalized cards. Temporary Access Cards can provide access to the IAS Fitness Center, provided a waiver of liability form is signed.

Conferences and Special Events

For conference and special event coordinators who request access cards for their participants,
P3 includes a system set up to manage conference and event attendees. Coordinators will be required to input attendee names into the template. The information will automatically be transferred to the card access system. Access Cards will then be printed with the name of the event or conference, and the name of the attendee. The expiration date of the card will be directly tied to the last day of the event or conference. Cards can be printed in advance, as soon as the information has been input into P3. No picture will be necessary for this type of card, and the cards will not have to be collected when the event is over.