Challenge
Students know that handing in work on time is important. That timeliness is important in other
areas of college life as well. That’s why waiting two or three days for ID card support was the
straw that broke the back of Rick Cravens, Director of Campus Recreation at Columbus State
University in Columbus, Georgia. Cravens, who is responsible for issuing ID cards to the 7,500
students on campus, was also the person who set up the ID card program at the university
several years ago. He knew it was time for a change.
Columbus State University is a comprehensive university offering strong academic programs, a
diverse and dynamic student body, a committed and dedicated faculty and staff, a beautiful
landscaped campus, a variety of athletic and student activity programs, and an exceptional level
of community support. It needed a more responsive ID card program.
The use of ID cards has evolved naturally at the university. “We have used ID cards in the library
the longest,” said Cravens. “Computer labs came next about five or six years ago, followed by the
fitness center. It has been a natural progression.”
As most of Columbus’ students live off campus, administrators were first concerned with
controlling access. “There has to be a way to regulate who can go where,” said Cravens. “This
has become more important in the last four or five years. It’s easier to identify and control people
with ID cards.”
Solution Found
In 2005, Cravens upgraded to a Fargo DTC400e Direct-to-Card Printer/Encoder at the suggestion
of Gary Levinsohn of ID Services, Inc., a Columbus-based Fargo solutions provider. Cravens’
primary reason was to improve responsiveness, but he soon found added benefits, including
ease of use and a high quality product. Direct-to-Card technology uses dye-sublimation printing,
which applies heat to a dye-based ribbon that is divided into four main colors. During printing, a
printhead passes over the ribbon, heating the dyes on the ribbon, which then applies colors to a
blank card. By combining colors and varying the heat, the printer can produce up to 16.7 million
colors.
Today, student ID cards are issued from the student center. Administrators print cards directly
from the student enrollment database, eliminating the possibility of error and making changes
easy. Using Asure ID Exchange badge design and database software, those printing the cards just
have to add a photo. To prevent someone from printing a card from a non-enrolled student, the
software prints a large “NO” across the front of the screen if the correct data isn’t found. To add
another layer of security, Cravens recently moved the printing station from an open counter to a
closed room and had an access window cut into the wall.
“Fargo printers, specifically the DTC400 series, are extremely easy to use,” said Levinsohn. “That’s
an important factor, because Columbus State University has several different students who work
in the student center during the course of a week, and there is always turnover. Training students
on the Fargo printer has been easy.”
While Cravens’ staff prints student ID cards, Human Resources’ personnel print those for faculty
and staff. “We used to print them all,” said Cravens, who admits to wearing a number of hats at
the university, “but it became difficult to maintain two databases, so Human Resources took over
the faculty and staff ID cards.” Human Resources also chose a Fargo DTC400 printer and Asure
ID software for its ID system.
In addition to cards for students, faculty and staff, Columbus State University issues a number
of different ID cards. Students in the teaching program have their own ID card for access into
elementary schools. The nursing program also provides separate ID cards so nurses can practice
at different hospitals. “We print seven or eight different IDs from our machine,” said Cravens,”
including some for the university police and retirees.”
In 2005, Columbus State University also initiated a debit card program for students, collaborating
with Higher One, which provides refund management services to colleges and universities. Debit
cards not only provide a student benefit, but they also can help universities reduce administrative
costs and simplify business processes.
Results
The reaction of students to the debit cards has been “very, very, very, very good,” said Cravens.
“I was kind of surprised, because many of the students and staff have never had a debit card
before. It has been a learning and growing experience for them. They can use the card on and off
campus. It was a good change for us.” Students who lose their cards can go online and request
a new card from Higher One. Because this takes about a week, students can have the university
print a temporary card, which is good for two weeks while the bank creates a new debit card.
Many colleges struggle with the issue of how much technology to include in an ID card. With
dramatic advancements in ID card technology, there are many options today, and administrators
are wise to look into the future as they consider their ID card program. ID cards on the Columbus
State University campus today just use a bar code, but Cravens said he plans to add a magnetic
stripe in the next couple of years. “The printer has that capability,” he said, “so we don’t need to
upgrade. That’s one of the reasons we selected the Fargo DTC400. We also may add card access
to dorms, vending machines and copy machines on campus.”
ID Services, Inc. has a yearly consulting plan with Columbus State University, which involves
Levinsohn in decisions early in the process. Not only does this save the college a full-time
employee, but it also anticipates issues before they become problems. “I work closely with
Rick to make sure he is up to date on new technology and made aware of any potential security
problems with ID card issuance,” said Levinsohn. Prime examples include the upgrade in printers
and software, as well as moving the ID desk to an enclosed secure space. The best part is that
instead of waiting two or three days for ID card support, Cravens can count on Levinsohn to be
there within hours, if needed.
Schools today are finding a wide variety of options to keep students and faculty safe, and in the
process, they are enhancing convenience, efficiency and productivity. Columbus State University
is no different. Here, every student receives an ID card that he or she can use to access a variety
of amenities, including the fitness center, library, cafeteria, athletic events and computer labs.
The housing administrators also use ID cards for dorm access and meal plans.
Experts in school safety have long known that a photo ID program is a proven tool in maintaining
security. Administrators such as Cravens know that it also helps to strengthen a school’s
productivity and student satisfaction.
