UTMB HANDBOOK OF OPERATING PROCEDURES

Section 8 Health, Safety, and Security Policies Subject 8.2 Security Issues Policy 8.2.3 Identification Badges/Smart Cards

04/01/90 -Originated 08/22/03 -Reviewed w/ changes -Reviewed w/o changes University Police -Author

Identification Badges/Smart Cards

Audience

The information in this document is for use by all employees, volunteers, contract workers, and students.

Policy

The ID Badge/Smart Card is UTMB’s official faculty, staff and student identification, with the capability of access control to restricted buildings. In order to provide a far more secure, multi-purpose and efficient system for identification and access, the smart card system provides benefits both for users and managers of the system. All UTMB employees, volunteers, and students shall wear a UTMB identification badge/smart card while on duty, with the exception of employees in certain direct patient care areas. The UTMB ID Badge/Smart Card shall be worn and displayed face-up at all times, and presented and/or surrendered to university officials upon request. Failure by employees or students to wear and display the UTMB ID Card may result in disciplinary action, which may include termination. The UTMB ID Card is the property of UTMB and is non-transferable. Unauthorized use of the UTMB ID Card warrants confiscation and/or disciplinary action, as stated in the Information Resources Security Manual. Failure by affiliated representatives to wear and display the UTMB ID Badge/Smart Card may result in their being barred from campus. • Employees may be required to wear an additional identification badge bearing their name and department/job title. • Because the ID/Smart Card features a magnetic stripe, proximity antenna, and chip, insignias, emblems, pins, and other devices including official UTMB length-of-service pins, should not be affixed to identification badges. Official visitors (e.g., consultants, auditors, attorneys, government officials, etc.) on campus for an extended period of time should be provided an identification badge. Vendor representatives must contact the Logistics Acquisition Department before obtaining a badge from University Police.

Obtaining/ Replacing a Badge

The UTMB ID Card is issued upon employment or enrollment, as a student, at UTMB and to UTMB-affiliated individuals (based on specific criteria). Only one active card may be carried. The card is valid for the duration of employment, affiliation, or enrollment as a student at UTMB. In order to obtain an identification badge for new or interdepartmental transfer employees, all required forms must be completed as provided by the Initialization Office. Then, the Key Control Officer (KCO) shall contact the ID Badge Section of University Police.

Obtaining/ Replacing a Badge (cont’d)

The first UTMB ID Card for employees is free of charge; students are charged $5.00. The replacement charge for a lost or negligently damaged card will be $20. The ID Badge/Smart Card should not be folded, poked holes in it for any type of pin, or attached with any stickers. Individuals will be responsible for the replacement cost for any of these types of damage. A stolen card will be replaced at no charge, provided a police report associated with the theft is shown to police. There is no charge to replace old, worn-out badges due to age, etc. *Non-smart ID badges are intended for special or short-term applications and are not available to students, faculty, or staff.

Identification of Credentials

Credentials must have one of the following criteria to be approved for use on UTMB ID/Smart Cards: • State license; • Terminal degree; or, • Identification of personnel within patient care areas. Note: An individual can have no more than two (2) sets of credentials (line cannot exceed 22 characters) Each individual requesting use of credentials on UTMB ID card will be required to sign acknowledgement, indicating that the credentials have been earned which will be provided by UTMB Police. Falsification of this document will result in disciplinary action, which may include termination. The approved list will be maintained by University Police.

Termination of Employment

Upon termination of employment, employees must return their identification badges to the ID Badge Section of University Police.