Police Department

Identification Badges/Smart Cards/Keys

The ID Badge/Smart Card is UTMB’s official faculty, staff and student identification, with the apability 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 Badge may result in disciplinary action, which may include termination.

     The UTMB ID Badge is the property of UTMB and is non-transferable. Unauthorized use of the UTMB ID Badge 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 Badge is issued upon employment or enrollment, as a student, at UTMB and to UTMB-affiliated individuals (based on specific criteria). Only one active badge may be carried. The badge 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 requests must be made through the supervisor.  The supervisor will then need to make the request through their departmental Key Control Officer (KCO).  The KCO will need to go online to the FOAM website to complete the request by clicking on the “Request Badge Or Key Service” link and completing the request thru Corrigo. 

     The first UTMB ID Badge for employees is free of charge; students are charged $5.00. The replacement charge for a lost or negligently damaged badge will be $20.00 The ID Badge/Smart Card should not be folded, have holes poked in it for any type of pin, or have any stickers. Individuals will be responsible for the replacement cost for any of these types of damage. A stolen badge 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 badge 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.

Issued Keys

     In order for an employee or student to obtain keys, their supervisor must make the request through their departmental Key Control Officer (KCO).  The KCO will then need to go online to the FOAM website to complete the request by clicking on the “Request Badge Or Key Service” link and completing the request thru Corrigo. 

     The employee or student must sign for all keys in room 1.110 in the Administration building whereupon they become his/her responsibility.

Lost Keys

     Lost, mislaid or broken keys are to be reported to supervisory personnel immediately. Supervisory personnel must report lost, mislaid or broken keys to the administrative office.

Returned Keys

     Departmental keys are returned to the administrative office. Keys assigned through Campus Security must be returned to Campus Security and initialed by the employee in order for the employee to be free of liability for the assigned key(s).  Student's final grade will be withheld if all keys issued to him/her have not been returned and checked in to the administrative office upon completing field work assignments.

Termination of Employment       

      Upon termination of employment, employees must return their identification badge and issued keys to the ID Badge Section of the University Police.