Policy Number: 148

Identification Badges

Subject:

Issuing, displaying, and replacement of identification badges

Scope:

Employees and students

Date Reviewed: February 2009

Responsible Office: Auxiliary Enterprises

Responsible Executive: Vice President and Chief Auxiliary Enterprises Officer

I.     POLICY AND GENERAL STATEMENT

For reasons relating to both institutional identity and the promotion of safety for all members of the university community, The University of Texas Health Science Center at Houston (“university”) issues identification badges to all employees, students, visiting scholars, volunteers, observers, contractors, agency temporary workers and consultants.

All members of the university community are required to display their badges to identify themselves and their association with the university at all times while on campus or on the premises of university owned or leased space.

Identification badges include a color photograph of the individual, his or her full legal name as indicated in the applicable university information system or on a government issued photo identification, and an operating unit designation to indicate where that individual has a primary affiliation. An individual who uses a nickname may have the nickname included in parenthesis on his/her badge if that is the primary name he/she uses. Identification badges for faculty and administrators may include a listing of the individual's earned degrees beneath his or her name on the badge if the earned degree is relevant to the employee’s job duties.

The university provides these badges free of charge upon employment, appointment or enrollment. If a badge must be replaced, the badge holder must reimburse the university for the cost of a new badge.

Identification badges are the property of the university and will be retained by the university when an individual terminates his or her employment, ceases to be enrolled, or otherwise ends his or her association with the university.

Individuals are required to present some form of government issued photo identification, such as a driver’s license or passport, when receiving a badge.

Individuals will only be issued one identification badge.

II.     PROCEDURE

A. ID Badge Issuance

1. Students

The Bursar's Office is responsible for assembling appropriate information for the production of student identification badges. New identification badges for students are processed on an as-needed basis at the Bursar’s Office located in Suite 2240 of University Center Tower (“UCT”).

Auxiliary Enterprises will coordinate with the student affairs office in each school to issue new student badges.

2. Employees and Volunteers

Hiring and hosting departments are responsible for providing appropriate information for all employee and volunteer identification badges to Human Resources. ID badges will be issued to new employees and volunteers during pre-employment processing. Departments entering information into the university's electronic human resources databases must take care to assure that information related to the earned degrees of these individuals does not suggest an inaccurate identification of the individual’s role within the university to other persons, particularly patients, within and outside the university community.

3. Visitors, Scholars, Observers, Contractors, Agency Temporary Workers and Consultants

Departments hosting observers, visiting scholars, contractors, consultants, and agency temporary workers who will remain on campus for a stated period of time must transmit the appropriate information to the Bursar's Office via an email (bursar@uth.tmc.edu) signed with the sender’s university issued digital ID. The correspondence must include the individual's name, affiliation, work location, and projected duration of stay and expiration date. Departments must take care to assure that information relating to the earned degrees of these individuals does not suggest an inaccurate identification of the individual's role within the university to other persons, particularly patients, within and outside the university community. The individual requesting the badge is responsible for the cost of the badge.

B. Security and Building Access

Individuals requiring access to certain buildings or rooms must contact their supervisors and/or operating units to obtain approved authorization and security access. All security clearance is activated and deactivated by the UT Police, per instructions from the supervisor and/or operating unit.

Once an identification badge is made, the information is automatically provided to the UT Police access system. The card will not become activated until the UT Police implement the level of security access granted by the supervisor and/or operating unit. Explanation of the security and access status of the individual must be communicated to UT Police via an email signed with the sender’s university issued digital ID.

Individuals may have more than one role at the university. However, individuals will only be issued one identification badge. A student may also be a part-time employee; in those cases, he/she will be issued a student badge. If the individual is a full time employee and a part-time student, he/she will be issued an employee badge. In this case, the individual must obtain a semester fee validation sticker upon payment of his/her student fees. The sticker indicates current student status and is necessary for use of the Recreation Center and other student related services. Contact Auxiliary Enterprises for special situations.

For questions regarding security, contact UT Police at utpdtechserv@mdanderson.org.

C. Replacement of Identification Badges

Once the identification badge is issued, it is the responsibility of the badge holder to assure the badge is functioning properly. A replacement fee will be charged for any replacement badge. In addition, new photos will be required for all replacement badges. Note: Persons requesting a replacement badge must be verified by the issuing office in the applicable university information system, such as PeopleSoft, the Student Information System, or the university's White Pages at the time of request. Additionally, the individual must present some form of government issued photo identification such as a driver’s license or passport. If the individual's information is not in the applicable information system, written documentation from his/her supervisor and/or student affairs director is required. No identification badge or validation sticker will be administered without verification of the individual’s status.

D. Identification Badges and Internal Transfers

When an individual transfers from one operating unit to another, he or she must obtain a replacement badge. In the case of the Medical School, an individual who transfers from one department to another must obtain a replacement badge. The cost of the replacement is to be paid by the individual. Note: Departments may choose to pay for the individual's replacement badge. If so, they need to send an email or memo identifying the account to charge. The person must bring this with him/her or the department must send it in advance. The person is responsible for obtaining agreement for the department to pay for the replacement card in advance of issuance.

E. Lost/Found Identification Badges

Report all lost or found identification badges immediately to UT Police. There is a mailing address on the back side of the badges where lost badges can be mailed.

III.     CONTACTS

ContactTelephoneEmail/Web Address
Auxiliary Enterprises 713-500-8400 https://uth.edu/auxiliary-enterprises/contact-us/