BeInvolved Scanner Policy
The option to use student ID cards to track student involvement and event attendance is one of the advantages of CampusLabs Engage (BeINvolved). There are, however, certain risks that must be protected against as this software tool is implemented.
The Office of Completion and Student Success (OCSS) and the university data stewards have determined that the barcode information on student ID cards is the only supported vehicle for such tracking. YOU MAY NOT UTILIZE THE MAGNETIC STRIPE OR OTHER TECHNOLOGIES ON STUDENT IDS FOR THIS PURPOSE. As the barcode may also be used for purchases at several campuses, this data must be guarded from any opportunities for disclosure or other compromise. In order to do this, event barcode scanning may only be done with approved scanning devices, which will be made available through Student Involvement and Leadership. (Although the technology exists to capture scanned barcode information using smartphone apps, this cannot be supported, as the information would then be stored on personal devices.)
Consistent with Indiana University policies on data security, OCSS requires that each campus school or department acknowledge the responsibilities and limitations of the use of student ID cards for attendance tracking purposes. Each office accepts the responsibility to educate users about the acceptable options and ensure that these individuals will follow these guidelines.
The only options for recording attendance records include:
- Scanning barcodes of participant ID cards at the event using a wireless handheld scanner that captures secured data to the device for later downloading by Student Affairs staff.
- Record attendance at the event for later entry by the event organizer. In this instance,participants may sign in with their campus e-mail address, which is also their Engage ID.
- Utilize the in-event Engage attendance record for invited or required events.