University Policies and Procedures Manual
CougarCard
UPPM 10.08
For more information contact:
CougarCard Center
509-335-2273 / cougarcard@wsu.edu
Contents
1.0 Overview and Purpose
The CougarCard is the official identification credential issued by WSU to students, faculty, staff, and authorized affiliates. The card provides a standardized method of verifying identity and supports access to a variety of University services, facilities, and programs.
This policy establishes consistent, systemwide requirements governing the issuance, ownership, use, and management of the CougarCard. The policy also establishes the CougarCard, or other access method issued by the campus CougarCard Center, as the only recognized access credential for University buildings and facilities. It also identifies procedures for reporting lost or stolen cards and outlines expectations regarding appropriate card usage.
2.0 Applicability
This policy does not address additional badges for identification based program-specific requirements.
Persons from the following groups may be eligible to request CougarCards:
- Enrolled students, including undergraduate, graduate, professional, and non-degree seeking
- Employees, including faculty, adjunct faculty, administrative professional, classified, hourly
- Retired employees, including emeritus faculty and retired staff
- Enrollees in special University-approved programs such as certain conferees, externs, Running Start students, and visiting scholars
- Certain community members, including University of Idaho students, local high school students, family members, Student Recreation Center members, contractors, and affiliates
3.0 Definitions
Legal name: For purposes of this policy, the legal name is the individual’s name as it appears on a birth certificate or as it appears on documentation changed through legal processes.
4.0 Functions
4.1 Identification
The CougarCard provides identification for WSU students, employees, and other affiliated persons for numerous University functions and transactions. The full name printed on the CougarCard includes the cardholder’s preferred or chosen first and middle names and official last name as they appear in the University’s central systems. If the cardholder has not entered a preferred or chosen name in the University’s central systems, the name printed on the CougarCard includes the cardholder’s legal name as it appears in the University’s central systems. (See UPPM 90.75.)
Note: Due to federal banking regulations, legal names are required on CougarCard cards linked to bank accounts.
The CougarCard Center professional staff reserve the right, at their sole discretion, to decline to print cards with inappropriate preferred or chosen names. Such names include but are not limited to:
- Names using offensive, foul, or inappropriate language.
- Names submitted to avoid legal obligations.
- Names submitted to create misrepresentation.
In the event the CougarCard Center deems a preferred or chosen name to be inappropriate to print on a CougarCard, the legal first, middle, and last names as they appear in the University’s central systems are printed on the CougarCard. Students may appeal the CougarCard Center’s decision to exclude their preferred or chosen names by contacting the Office of the Dean of Students. Faculty and staff may appeal the CougarCard Center’s decision to exclude their preferred or chosen names by contacting Human Resource Services.
4.1.a Preferred Pronouns
The CougarCard may display the cardholder’s preferred or chosen pronouns as they appear in the University’s central systems. The CougarCard Center professional staff reserve the right, at their sole discretion, to decline to print cards with inappropriate preferred or chosen pronouns.
Students may appeal the CougarCard Center’s decision to exclude their preferred or chosen pronouns by contacting the Office of the Dean of Students; telephone 509-335-5757; email deanofstudents@wsu.edu. Faculty and staff may appeal the CougarCard Center’s decision to exclude their preferred or chosen pronouns by contacting Human Resource Services; telephone 509-335-4521; email hrs@wsu.edu.
4.2 Building Access
The CougarCard or other access method issued by the campus CougarCard Center is the only recognized credential for electronic access to University buildings, facilities, and restricted areas.
University units are not permitted to install or otherwise utilize alternative card or electronic access systems. The CougarCard Center, in consultation with the WSUPD or applicable office of campus safety and Risk Management, may grant exceptions to this prohibition for good cause only when security and access requirements are met. All exceptions must be documented, with documentation maintained by the requesting unit, the CougarCard Center, and the WSUPD or applicable office of campus safety. Where exceptions are granted, the unit must provide access to WSUPD or the applicable office of campus safety.
Facility access privileges are assigned based on an individual’s role, department affiliations, and demonstrated need. Privileges are reviewed periodically and may be modified or revoked at any time. See UPPM 50.20.
4.2.a Other forms of access
No personal or third-party access cards, key fobs, mobile credentials, or other unauthorized devices may be used to gain entry.
Any current third-party service contracts for electronic access credentials should be phased out at the completion of the contract term with CougarCard Center-provided credentials taking their place.
4.3 Miscellaneous Functions
The CougarCard may be used for one or more additional University functions if authorized for the cardholder. The following list of card functions is not necessarily exhaustive, and services are subject to change:
- Identification for official class attendance
- Checking out materials from University libraries
- Utilizing Cougar CASH accounts
- Resident Meal Plan
- Mini Meal Plan
- Student Recreation Center, Chinook, and Stephenson Down Under access
- Bus access for University students, faculty, and staff where available
Any unit or service relying upon the card for identification should periodically (no less than once per semester) obtain a current user listing or otherwise verify valid users.
4.4 Optional CougarCard Banking
Students, faculty, and staff who choose to use their legal name on their CougarCard have the option to associate their assigned CougarCard with a linked checking account offered by the contracted banking partner of the CougarCard Center. The bank-linked card may be referred to as a “CougarCard Plus,” or other branded name. Due to federal banking regulations, legal names as they appear on birth certificates or are legally changed are required on CougarCard cards linked to bank accounts.
See the CougarCard Banking Options website for further information.
5.0 Obtaining a Card
In order to provide an eligible individual with their first CougarCard, the University requires photo ID issued by a United States governmental agency or a passport. Examples of valid photo ID include:
- State-issued driver’s license;
- State-issued ID card;
- U.S. military ID card;
- U.S. military dependent ID card; and
- Passport.
For undergraduate students who do not have access to one of the above, the following are acceptable:
- High school ID card; and
- High school yearbook photograph.
If an otherwise eligible individual is unable to obtain any of the above documentation, contact the Pullman CougarCard Center; email cougarcard@wsu.edu. Eligible individuals who cannot provide any of the required documentation above may not be allowed to collect their CougarCard.
An eligible person may request a card from the applicable campus location indicated below.
- WSU Pullman
CougarCard Center on the ground floor of the CUB in room 60; telephone 509-335-2273.
- WSU Spokane
Student Affairs Office, Academic Center 130; telephone 509-358-7978.
- WSU Tri-Cities
Campus Security Office, Floyd 202B, ; telephone 509-372-7698.
- WSU Vancouver
Student Services Center (VSSC); telephone 360-546-9779.
- WSU Everett
915 North Broadway, Room 236, Everett, WA; telephone 425-405-1600.
- WSU Global Campus
Students who have been fully admitted to the WSU Global Campus may request a CougarCard using the “Order Your Card” form available on the WSU Global CougarCard website.
- Other WSU Locations
Eligible individuals at other WSU statewide locations, e.g., research stations, may contact their local administrative offices, which request CougarCards from the CougarCard Center in Pullman.
6.0 Security and Appropriate Use
CougarCards are the property of the University, authorized for the use of the named person only, and are nontransferable. The card may not be loaned, shared, or used by anyone other than the named cardholder. Cardholders are responsible for safeguarding and ensuring appropriate use of their card. Use of a CougarCard is a privilege and may be revoked at any time.
Data within the CougarCard system is maintained and managed in accordance with WSU data security policies. See UPPM Chapter 87.
Fraudulent or other inappropriate use of a CougarCard may result in card revocation, disciplinary action up to and including expulsion or termination, and/or legal action.
7.0 Found Cards
Found cards should be returned to the cardholder or the designated campus CougarCard office as soon as possible.
Return a found card during regular office hours to the responsible CougarCard office on the applicable campus as indicated in Section 5.0.
8.0 Lost Cards
Cardholders are to immediately report and deactivate lost or stolen cards by accessing the online self-service tools at the CougarCard website.
Cards may also be deactivated by contacting the CougarCard Center Monday through Friday, 8:00 a.m. to 4:30 p.m.; telephone 509-335-CARD (2273).
The CougarCard Center assesses a fee to replace a lost or stolen card. The current replacement fee is posted on the CougarCard website.
9.0 Credential Types
|
Subtype |
|
|
Students |
Undergraduate |
|
Employee, Active or Retired |
Faculty |
|
Special Program |
Titled individually, e.g., Running Start, Intensive American Language Center |
|
Community Member |
Community Member |
_______________________
Revisions: Sept. 2026 (Rev. 658); May 2025 (Rev. 644); November 2018 (Rev. 523); January 2016 (Rev. 464); December 2009 (Rev. 351); December 2002 (Rev. 222); December 1998 (Rev. 135); July 1996 (new policy).