Managing the Security Identification Badge Process
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The following are procedures for the Security ID Badge Program implementation and management:
Ordering new, replacement, or renewal Security ID Badges
Each department is responsible for ordering Security ID Badges for new employees, contract staff, visitors and volunteers, and for renewing badges as stipulated by policy. Each department is responsible to order renewal badges as old badges expire. PeopleSoft and the Badge Management System (BMS) will be used when ordering Security ID Badges.
- New Security ID Badges
- Departments will notify the Department Security ID Badge Coordinator when a new employee is hired, when badges are needed for visitors or volunteers or when badges are up for renewal.
- The Department Security ID Badge Coordinator/HRMS ACES will collect the necessary information and order the new Security ID Badge using PeopleSoft.
- When the Security ID Badge is ready for pick-up by the badge recipient, the Department Security ID Badge Coordinator will send out a notification. The notice will tell the badge recipient when and where to pick up the badge.
- Unclaimed new badges will be returned to the U Card Office where they will be deactivated and destroyed.
Note: Departments may choose to implement a practice to offer temporary visitor badges to employees until a new Security ID Badge has been created.
- Replacement Security ID Badges
Possible reasons for ordering a replacement Security ID badge include a name change, a damaged badge, or a lost badge. The following are procedures for getting a replacement badge.
- The employee notifies the Department Security ID Badge Coordinator about the need for a replacement badge, including the reason for the replacement. If the badge is damaged or to be replaced due to name change, the badge must be submitted along with the request for replacement.
- The Department Security ID Badge Coordinator collects the necessary information (and the badge where applicable) and orders a replacement.
- The damaged or incorrect badge is sent to the U Card Office to be destroyed.
- When the replacement badge is available, the employee is notified that it is ready for pickup.
Note: If the event is a name change, the employee is responsible to notify Human Resources and complete all HR procedure steps before a badge can be issued.
- Renewal Security ID Badges
When badges expire, new badges will be ordered by the Security ID Badge Coordinator.
Paying for Security ID Badges
Each department is responsible for the cost of new and replacement Security ID Badges for employees and a reusable supply of contract staff, visitors, volunteers, and medical observer badges sufficient for their department. The U Card Office will bill departments $6.50 for Security ID Badges via the University Financial System. A valid financial account must be furnished before badges are produced.
Found Security ID Badge
All found Security ID Badges should be returned to the U Card Office at:
U Card Office
Coffman Memorial Union, Room G22
300 Washington Avenue SE
The U Card Office will permanently deactivate and destroy Security ID Badges that are returned as recovered items and will record the action in the Badge Management System.
Retrieving Security ID Badges from the U Card Office
Departments may have one of two processes for obtaining Security ID Badges as approved by the Department of Central Security (DCS):
- If DCS determines the department should follow the individual pickup process, then departments will have employees visit the U Card Office to obtain their Security ID Badge.
- IF DCS determines the department should follow the batch pickup process, then department Security Coordinators will pickup Security ID Badges in batches. Security Coordinators will be notified by the BMS when badges are available for pick up. The Security Coordinator must pick up badges at the U Card Office within 30 days of production for later distribution to employees.
Note: Badges that are not picked up in 30 days will be returned to the U Card Office, where they will be deactivated and destroyed. Individuals and department Security Coordinators will be required to provide government issued identification to the U Card Office staff to receive Security ID Badges.
Security ID Badge privileges are deactivated when employees are terminated from the position on which the Security ID Badge was issued.
- Employee Security ID Badges:
- On notification of termination, the Department Security ID Badge Coordinator will conduct an exit interview and complete the Security Access Checklist.
- Employees will return the Security ID Badge to the Security ID Coordinator on the last day of employment in the position on which the Security ID Badge was issued, or as is best practicable and directed to achieve department needs.
- The Department Security ID Badge Coordinator will change the badge status in the Badge Management System and return the badge to the U Card Office where it will be permanently deactivated and destroyed.
In cases where employee Security ID Badges are not surrendered as stated above (i.e. a separation without returning the Security ID Badge):
- The Department Security ID Badge Coordinator will change the badge status to “non-comply” in the badge Management System to indicate that the employee’s employment relationship has been terminated, but the employee did not surrender the Security ID Badge.
- The Department of Central Security will contact non-compliant former employees to remind the former employee of Security ID Badge policy and to request the immediate return of the Security ID Badge via mail to the Department of Central Security.
- A list of non-compliers will be sent to departments (managers and Department Security ID Badge Coordinators) on a regular basis.
Temporary leave for faculty or staff
For faculty and staff who are temporarily away from work for a period due to approved absence such as medical leave, sabbatical, etc., their Security ID Badge privileges will be temporarily suspended for the duration of the break.
- The Department Security ID Badge Coordinator will change the Badge status in the Badge Management System to “on hold” if the recipient is holding the badge or “Dept Hold” if the department is holding the badge. The hold status will remain in effect until the Department Security ID Badge Coordinator is notified by the employee’s department of the employee’s return to work date.
- The Department Security ID Badge Coordinator will change the employee’s status to “in use” in the BMS on the employee’s return to work.
- For faculty and staff who do not return to the University or return to another appointment other than the one on which the badge was issued:
- The employee will surrender the Security ID Badge to the department on which the badge was issued.
- The Department Security ID Badge Coordinator will collect the badge and change the badge status in the Badge Management System and return the badge to the U Card Office where it will be permanently deactivated and destroyed.
If the employee is returning to a new assignment at the University, the employee and Security ID Coordinator are responsible to follow the Process for Requesting New Security ID Badges (see above).
If the employee does not return to the position on which the badge was issued, the employee and the Security ID Coordinator are responsible to follow the process for Termination (see above) .
Temporary leave for student employee
For the Security ID Badge Program purposes, student status is considered temporary in nature and any leave from employment (semester breaks, medical, etc.) will result in termination of Security ID Badge privileges.
- The Department Security ID Badge Coordinator will retrieve all student status badges at semester break.
- Students who end or leave their student status for any reason must return their Security ID Badge to the department from which the badge was issued.
- For students who do not surrender their Security ID Badges, the Security ID Coordinator will follow the process for Termination.
Expired Security ID Badges
Security ID Badges expire three years after order date or upon termination of employment on which the badge was issued. Security ID Badges for students will expire one year after order date. The badge expiration date is printed on the badge and will determine when a new badge is needed.
- The Security ID Program Coordinator will notify Department Security ID Badge Coordinators of the actions and expectations for completing the badge renewal process.
- The BMS system will automatically inactivate badges on the expiration date and an email notification will be sent to the Security ID Badge Coordinator.
- Notification will be sent to the Department Security ID Badge Coordinator 30-20-10 days prior to the expiration requesting that new badges be ordered for active employees (see Process For Ordering Renewal Badges).
Note: The BMS will not date badges to expire in June, July or August due to the work load at the U Card office during these months. The expiration on badges ordered in these months will be dated; May 15th for badges ordered June 1st - July 15th, and September 15th for badges ordered July 16th- August 31st.
Process for reconciling Security ID Badge distribution and tracking
It is recommended that a Security ID Badge Return Status Report be available with the Security ID Badge Management System to review and take corrective action on badges that are marked as lost or non-comply, or have been returned but have not been properly destroyed. This will assist in bringing the department compliant with reporting procedures. The report will be available to the DCS Program Coordinator and to the Department Security ID Badge Coordinators (see sample Sample ID Badge Return Status Report).