HS04: Student and Employee Identification

Policy #:
HS04
Responsible Authority:
Director, Ancillary Services & Director, Physical Resources
Approval Authority:
President's Executive Committee
Executive Sponsor:
Vice President, Administration
Approval Date:
2005/03/09
Last Reviewed:
2011/11/23
Mandatory Revision Date:
2016/11/23
Downloadable Version:
Student and Employee Identification

PURPOSE

To maintain an identification system for employees, students, and volunteers who need access to College buildings and facilities.   

SCOPE

All College employees, students and volunteers.

DEFINITIONS

None

POLICY

  1. To ensure the safety of all occupants on its premises, the College will establish an identification system for employees, and students. Volunteers may be provided identification at the request of a College administrator.
  2. Identification cards will be used to provide access to buildings and facilities and to obtain various College services. Identification cards can also serve to verify that a person is a College employee to  clients and the community at large.
  3. All employees and full-time students will obtain a College photo-identification card at the beginning of employment or academic activities. All current employees will maintain a valid photo-identification card and will renew it when the card has expired.
  4. While on any property owned or occupied by the College, College employees and students must identify themselves to Security personnel and other College officials when requested by showing the College photo-identification card identification.  Staff and students who refuse to identify themselves upon request may be subject to disciplinary measures or removal from the premises, depending on the circumstances. In instances where a College identification card is not available, reasonable alternate means of identification will be accepted.
  5. Current information on the services available through the use of the identification card is available by contacting the Card Services Office or consulting the Card Services Office Webpage.
  6. Cardholders wishing to utilize their card for access to restricted College facilities must consult their immediate supervisor or academic chair that will make appropriate arrangements with Safety & Security Services.
  7. A fee, which approximates the production costs of the card, will be charged for a replacement identification card if lost or stolen.

    8. 

PROCEDURE



Action


Responsibility                         

1.

New Full Time Staff



1.1

Request new full-time employees complete an Identification Card Requisition Form (Appendix 1) during orientation.


Human Resources

1.2

Take a photograph of new employees during staff orientation and collect the completed Identification Card Requisition Form. 


Card Services Employee

1.3

Process a College photo-identification card for each requisition received and return the card to the new employee before the orientation session has concluded.


Card Services Employee

2.

Current Employees  



2.1

Obtain an Identification Card Requisition form from Human Resources to obtain or replace a College photo-identification card.  


Full-time Employees

2.2

Complete the Identification Card Requisition Form and submit to the Card Services Office to obtain their identification card. 


Full-time Employee

2.3

Request an identification card if required to carry out duties to the immediate supervisor.


Part-time employee

3.

Students



3.1.

Obtain a student identification card during Campus Preview or year-round at the OneCard Office by presenting:

  • a current timetable, or

  • one valid piece of government issued identification


Student

4.

 All Card Holders

 


4.1

Request access to restricted College facilities to the immediate supervisor or academic chair.


Card Holder

4.2

Contact Safety & Security Services to make arrangements for employee to access restricted College facilities.


Immediate supervisor/academic chair

5.

Lost or Stolen Identification Cards



5.1

 Report lost or stolen identification cards to the Card Services Office or OneCard Office as soon as it is noticed.


Card Holder

5.2

Complete a College Identification Card Requisition Form from  Human Resources to get a new card,
or
Present a current timetable, or one valid piece of government issued identification to the OneCard Office.


Employee


Student

SUPPORTING DOCUMENTATION

Appendix 1         Identification Card Requisition Form


RELATED POLICIES
HS 10     Smoking on Campus
HS 11     Alcohol on Campus
SA 07     Student Conduct

RELATED MATERIALS
None

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