UAMS ADMINISTRATIVE GUIDE

NUMBER: 11.3.05
DATE: 03/14/02
REVISION:

SECTION: CAMPUS OPERATIONS
AREA: PUBLIC SAFETY AND SECURITY
SUBJECT: UAMS ID BADGE ISSUANCE AND REPLACEMENT

POLICY

The purpose of this policy is to establish guidelines for the issue and return of Official UAMS ID badges and to inform departments within UAMS of the policies regarding official ID badges.

POLICY

Official identification badges are considered by UAMS to be vital to campus security, to be critical to many administrative processes, and to be of informational value to patients and visitors. It is therefore policy that all UAMS students, faculty, staff and certain other authorized persons are issued official UAMS identification badges and are expected to wear them while on UAMS premises and follow all other procedures relating to proper use and care of ID badges.

PROCEDURES

  1. Authority and issuance
  1. Students: Badges for students are authorized by the college in which the student is enrolled. Initial badges are issued free of charge to the individual. Student badges are valid for one year from date of issue, as indicated by the validation sticker affixed to the badge. Badges may be re-validated by the college for additional one-year periods as necessary with the issuance of a current validation sticker.
  2. Faculty and Staff: The UAMS Office of Human Resources authorizes badges for faculty and staff based upon entry of employee information into the UAMS personnel information system by the employee’s department. Badges will be issued to faculty and staff only after the department has entered required employee information into the UAMS personnel information system. Entry of this information is deemed to be departmental authorization for issuance of a UAMS ID badge. Exceptions to this practice may be made on an individual basis. Such exceptions must be documented and authorized in writing by the director or higher official of the requesting unit.
  3. Initial badges are issued to the individual at university expense. Faculty and staff badges are issued with no specific expiration date.

  4. Others: Visiting faculty and employees of other agencies or contracted companies who are based on the UAMS campus must also obtain an ID badge so that:

Construction contractors working at UAMS will be required to wear appropriate identification. Company issued ID, with name of employee and company conspicuously displayed, will suffice for new construction projects where contractors will not enter existing facilities. For renovation projects in existing facilities contractors will be required to wear a UAMS issued ID badge. It is understood that contractors will occasionally enter dining or other UAMS facilities when working new facilities and this infrequent entry will not require issue of a UAMS issued ID.

The UAMS Office of Human Resources authorizes badges for visiting faculty, contractors, employees of other agencies, and other non-employees based upon entry of information into the UAMS personnel information system by the sponsoring departments. The sponsoring department authorizes the issuance of a badge to a non-employee and a badge will be issued only after the department has entered required non-employee information into the UAMS personnel information system. Entry of this information is deemed to be departmental authorization for issuance of a UAMS ID badge. Exceptions to this practice may be made on a case-by-case basis. Such exceptions must be documented and authorized in writing by the director or higher official of the sponsoring department.

The sponsoring department will be charged for the initial issue of the badge. (See Administrative Guide policies on "Non-Employees" and "Visiting Faculty".)

  1. Issuance: All badges are issued by UAMS Media Services.
  1. Ownership and surrender
  1. UAMS ID Badges are the property of the University of Arkansas for Medical Sciences. They must be surrendered upon request by UAMS officials, upon termination of employment, upon termination of student status, or upon expiration of "sponsorship" of visiting faculty, contractors, or employees of other agencies.
  2. The management and return of student ID badges falls under the purview of the college in which the student is enrolled. Badges returned to the college by a student will be turned over to the UAMS Police Department.
  3. The management and return of faculty, staff and other ID badges falls under the purview of the sponsoring department or the department or college in which the individual is employed. Terminating individuals should be advised by their department or college to turn in their ID badge at the UAMS Police Department according to campus clearance procedures. Badges turned in to a college or department will be turned over to the UAMS Police Department.
  1. Replacement
  1. Official change in employee status: Replacement badges due to promotion, transfer or other official change in status will be provided to the employee at university expense.
  2. Personal change in employee or student status: Replacement badges due to marriage, divorce, voluntary name change or other personal changes in status will be the responsibility of, and will be charged to, the individual.
  3. Loss or theft: Replacement badges due to loss, theft or damage will be the responsibility of, and will be charged to, the individual.
  4. Others: Replacement badges for visiting faculty, contractors, or employees of other agencies will be charged to the "sponsoring department."
  5. Badges reported lost will be rendered inactive and a replacement badge will be issued. Activation of certain functions of lost badge replacements may require up to 24 hours.
  6. It has been determined that typical life expectancy of ID badges under normal conditions of use is four years. A new badge will be provided on request at university expense to replace a badge that is at least four years old.
  1. Issuance of multiple badges
  1. Automated timekeeping systems for which UAMS ID badges are used to clock in and clock out may require that non-exempt employees who hold two (concurrent) positions have an ID badge for each position. Such employees who clock in and clock out in either position will be issued a separate badge for the second position. The second badge will be marked "ALT" as alternate, so the employee is able to distinguish between the primary and the alternate position.
  1. Care and safekeeping
  1. UAMS badge holders are expected to exercise ordinary care in the use and safekeeping of UAMS ID badges. Some guidelines for best practices are:
  1. Falsification, alteration, tampering
  1. Any falsification, alteration or tampering with an official UAMS ID badge is against UAMS policy and may be cause for disciplinary action including the possibility of immediate termination.