ADMINISTRATIVE RULE NO: 5110-01

RELATED TO POLICY SERIES NO: 5110

TITLE: EMPLOYEE IDENTIFICATION CARDS PROCEDURES

GENERAL

The college is committed to ensuring the safety and security of work areas and personal space; increasing the accountability of employees, contractors and other persons moving about the institution performing authorized duties; encouraging employees to verify authority before allowing access to work areas and personal space; and providing the ability of students and the public to verify authority in the normal course of business and during emergencies.

ID STANDARDS

Every employee must obtain an LBCC photo identification (ID) card. To demonstrate support of campus safety efforts, employees are required to display the card in a readily visible place on their person at all times while working on any LBCC campus or extended location. The ID card may be used to access areas on campus; receive discounted or free admission to events; receive software discounts; borrow materials from the library; and for identification after hours or in an emergency.

The following employee groups are identified with a green stripe on the ID badge indicating authorization for access to most areas on campus:

  1. Facilities
  2. Computer and Communication Services
  3. Mailing Services
  4. Management/Exempt
  5. Media Services
  6. Printing Services
  7. Safety & Loss Prevention Services

If an employee from one of these groups does not have their ID card when entering campus they should secure a temporary badge, as authorized by their supervisor, from the Public Safety Office.

It is the supervisor's responsibility to ensure appropriate identification is utilized. Employees who consistently do not or who refuse to wear their ID card may be subject to disciplinary action.

Normally, ID cards will be obtained on the first day of employment. Employees will be asked to provide/update their emergency contact information to their supervisor as part of the ID issuance process.

  1. ID cards for contracted employees will be issued without an expiration date.
  2. ID cards for non-contracted employees and volunteers will be issued for a maximum of one year.
  3. ID cards for visitors will be issued for one day or in the case of contractors, for the project duration.

A returning non-contracted employee and volunteer whose ID card has expired must obtain a current term sticker from his/her department upon receipt of an updated employment authorization or, for volunteers, written authorization from the department. If an employee's ID card is lost or stolen, the missing card should be reported immediately to Campus Public Safety, and a replacement obtained. The college, at its expense, will replace one lost ID card per year. The cost of additional replacement cards will be the employee's responsibility unless the replacement is necessitated by a legal name change or a change in the employee's primary job.

Upon separation from employment, employees are required to return their college ID. It is the responsibility of the supervisor to ensure the employee's ID card is returned to Campus Public Safety for destruction.

The LBCC ID card is the property of the college, administered through Campus Public Safety and may be revoked at any time. The ID card may be used only by the individual to whom it was issued. Employees may not "loan" their ID card to anyone for any reason.

CARD DESIGN

ID cards will be color-coded for ease of recognition. ID card colors/designs will be assigned according to the employee's primary job. Employees who are simultaneously enrolled as students will be issued two ID cards. LBCC Public Safety Office will issue Employee ID cards and Admissions will issue Student ID cards.

The front of the card will display the LBCC logo, the employee's photograph, preferred first name, department, title, and card expiration date.

The back of the card will display the employee's first and last name, ID number (bar code) and "If found, return to the Security Office, Linn-Benton Community College, 6500 Pacific Blvd. SW, Albany, OR, 97321." Any deviations from the standard card design must be approved by The College Advancement Office.

CONTRACTOR AND VENDOR IDENTIFICATION

LBCC-issued ID cards will be required for contractors and vendors if any of the following are true and the individual will not be in the company of an LBCC employee at all times:

  1. they are permitted to access non-public areas;
  2. they are delivering or picking up any materials or equipment in non-public areas;
  3. they are servicing equipment or performing a service in a non-public area

Contractors refusing to display their ID card will be asked to leave campus. If the ID card is lost, the cost of a replacement card will be the responsibility of the contractor.

DATE OF ADOPTION: 01/15/08

DATE(S) OF REVISION(S): 09/02/08; 06/07/12

DATE OF LAST REVIEW: