BUC ID Terms and Conditions

Policies and Procedures

Campus ID Services

The Buc IDThe Buc ID is the official form of identification for East Tennessee State University (ETSU).  The Buc ID may be issued as a physical card; or, the Buc ID may be issued as a mobile credential on the user’s smartphone device and/or smart watch. These Terms & Conditions govern the use of the Buc ID.  The Buc ID may be issued to university students, staff, faculty, and sponsored guests.  By activating or possessing an ETSU Buc ID, you agree to be bound by these Terms and Conditions, as well as applicable university policies. 

The Buc ID is the property of ETSU and is non-transferable.  The Buc ID provides users with access to authorized campus facilities, residence halls, dining, events, and other university services. 

ETSU permits users to hold one active Buc ID. This means:

  • You may hold either an active physical card or an active mobile credential, but not both simultaneously.
  • When a mobile credential is issued, the corresponding physical card will be deactivated.

 ETSU permits a mobile credential to be provisioned on multiple personal devices owned by the same user (e.g., smartphone and smartwatch), provided that all devices comply with university security requirements.

Data Collection and UseEach time a holder utilizes their Buc ID, campus systems collect limited information about them.  Generally, this data is used to authenticate user identity, enable appropriate access, and support university functions. 

Providing information is your choice.  When you use the Buc ID, examples of the types of information that may be collected include, but are not limited to:    

  • Identity verification data (E#, Full Legal Name, Preferred Name, Photo, Email Address, Age, Race, Gender, Academic Status)
  • Access control logs (entry, exit, and attempts)
  • Credential activation, deactivation, and lifecycle information
  • Transaction data for meal plans, commerce systems, and other university services.

The university may also utilize user data for purposes including but not limited to:  emergency operations, enhancing campus security, optimizing university processes and resource allocation, socialization and engagement, academic support, compliance and reporting, and other legitimate educational interests.  

The university is committed to maintaining the privacy and security of user data.  ETSU has policies in place to protect personal information, and user data will be used in compliance with applicable laws and regulations.  Generally, user data will only be available internally.  Any request for access to user data will be evaluated in accordance with applicable university policies and state and federal law.  Internal use may include disclosure of user data to individuals or entities who may use the data to perform a service to or on behalf of the university.  The university will make sure that these individuals and entities agree to protect your data in the same way ETSU protects your data.  ETSU will only share user data externally as permitted or required by law, including when necessary to comply with a court order or subpoena.  By utilizing the Buc ID, you consent to the collection and analysis of user data as outlined in these Terms and Conditions.  

ETSU will not sell or otherwise disclose identifiable user data for commercial purposes.

FERPAStudent user data will be collected and used in compliance with the Family Educational Rights and Privacy Act- 20 U.S.C. § 1232(g) (FERPA). Information linked to a student’s identity, including access logs and credential activity, may be considered an education record when maintained for educational or administrative purposes.  

User ResponsibilitiesBuc ID holders agree to the following:

1.   Card & Device Security

    • Report lost, stolen, or misplaced devices or Buc IDs immediately to the ID Services Office, ETSU Police, or through the online GET portal.
    • Never share your Buc ID, account login information, or device with others.
    • Keep your device updated and secured at all times.
    • Maintain a valid, functional ID (physical card or mobile credential). Physical card replacement fees will be charged for cards that are lost, stolen, misplaced, damaged, or altered (e.g., hole punched). Defective or excessively worn cards will be replaced at no charge when the current Buc ID is returned or deactivated.

2.   Proper Use of the Buc ID

    • Use the Buc ID only for your own access and transactions; only the person pictured on the credential may access the services tied to that ID.
    • Protect your ID credential and account information as you would cash or a credit card. Understand that the Buc ID is university property but entrusted to you for your personal use while enrolled or employed.
    • A new Buc ID must be obtained after a classification change (e.g., undergraduate to graduate) or a name change. Name changes must be processed with the Registrar’s Office (students) or Human Resources (employees) before visiting the ID Services Office. No fee is charged for these updates if the current valid Buc ID is returned undamaged or deactivated.

3.   Debit Accounts (ID BUC$, Dining and Flex Dollars) & Funds Management 

    • You are solely responsible for managing your debit accounts (ID BUC$, Dining Dollars, etc.). 
    • Debit accounts may only be accessed by the cardholder (or authorized parents/guests, if applicable).
    • ID BUC$ and Dining Dollars are non-transferable; cash withdrawals are not permitted.
    • ID BUC$ do not expire and roll over from semester to semester. After 12 months of inactivity with the University or ID BUC$ account, the remaining balance will be refunded (minus a $5 processing fee) via mailed check.
    • Dining Dollars and Flex Dollars roll over from fall to spring but expire at the end of the spring semester. These funds are non-refundable.
    • Account statements are available upon request at the ID Services Office or through the GET online portal.

4.   Refunds

    • Refunds will not be issued in cash for returned merchandise; instead, funds will be credited back to the cardholder’s account in accordance with departmental policies.
    • Refunds may be issued for debit account balances at graduation, university withdrawal, or separation from employment.
    • Refunds are issued only to the cardholder and require submission of a Refund Request Form. A $5 processing fee applies (waived for graduating students and exiting employees).
    • Refunds are processed by check and typically require 10–15 business days.

5.   Fraud & Liability 

    • The Buc ID holder is responsible for their credential and account at all times.
    • In cases of fraud, the ID holder is responsible for any loss of funds.
    • Buc ID holders should notify ETSU Police and file a police report if fraud is suspected.
    • Buc ID holders must comply with all university policies governing access to campus facilities and services.

University Responsibilities and Limitations

  • ETSU will make reasonable efforts to ensure continuous availability of ID systems but does not guarantee uninterrupted service
  • ETSU is not responsible for device malfunctions, carrier outages, or third‑party app failures.
  • ETSU may terminate a user’s Buc ID for inappropriate or illegal use.

Changes to Terms & ConditionsThe university reserves the right to amend these Terms and Conditions at any time with or without notice.  Updates will be conspicuously posted to the ID Services website.

Governing LawThese Terms and Conditions shall be governed by the laws of the State of Tennessee.

Related Links:

ETSU’s Policy on Personally Identifiable Information

https://www.etsu.edu/policies/documents/personally-identifiable-information-policy.pdf

ETSU’s Access Control Data Security Policy

https://www.etsu.edu/policies/documents/access-control-policy.pdf

ETSU’s Rule 0240-06-05 on Public Records  

https://publications.tnsosfiles.com/rules/0240/0240-06/0240-06-05.20220802.pdf