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Mandatory Use

The University requires Security ID Badges for employees and non-employees working in non-public or high-risk areas as a way to communicate affiliation and authorization to be in specific University facilities.

Individuals required to wear Security ID Badges include:

• Persons working in or visiting non-public space to provide service (e.g., Facilities Management custodians)
• Persons working in targeted high-risk areas (e.g., research, laboratory, clinic, administrative/executive offices)
• Persons who must wear identification to meet legal requirements (e.g., health professionals, those with access to health information).

Individuals must wear the Security ID Badge and display it face up at all times, and present and/or surrender it to University officials upon request.

The Security ID Badge is not transferable and is valid only for the period specified on the Badge. Any misuse, alteration or fabrication of the Badge may subject the holder to disciplinary action by the University.

Optional Use

Management may require their employees to wear badges even if the employees are not specifically included within this policy.

The reasons for this policy include the following public safety objectives:

• The personal safety of students, faculty, staff, visitors and research animals.
• The protection of the University's physical assets from potential harm, including theft, damage, or other potential risks.
• The threat of loss or compromise to research, whether caused by the intentional or inadvertent acts of intruders.
• The protection of the entire community from any compromise of the select agents entrusted to the University.
• The protection of people, work product, infrastructure, and physical assets from intentional acts of disruption or terrorism.

• Managing the Security Identification Badge Process
• Assigning Security Identification Badges to Temporary Employees, Visitors, and Volunteers
• Security Identification Badge Specifications

Here are sample forms that can be customized to fit your department needs.

• Sample Staff Acknowledgement Form
• Sample Guest Security ID Badge Request Form
• Sample Guest Security ID Acknowledgement Form
• Sample Guest Security ID Badge Log

Also see Appendix A: Sample ID Badge Return Status Report in the Appendices section.

Subject	Contact	Phone	Fax/Email
Primary Contact	Robert Janoski	612-624-1730	janoski@umn.edu
Enforcement of Policy	Coordinator, Security ID Badge Program	612-624-9960	tayl0396@umn.edu
Production, distribution and accounting questions	U Card Office	612-626-9900	612-626-9911 ucard@umn.edu
Policy questions	Director, Department of Central Security	612-624-1730	612-624-1753 janoski@umn.edu
Technical questions	University Services Office of Information Technology	612-624-5542	612-626-0534 chris056@umn.edu

Authorized Vendor

Authorized vendor is defined in this policy as all non-University employees who, through contractual arrangement and appropriate approvals, have access to the University of Minnesota facilities for the purpose of conducting business or rendering services.

Badge Management System

The BMS is a Badge Management System designed and created for ordering, tracking and reporting on Security ID Badges.

Badge Recipient

The person who receives a Security ID Badge. This may be an employee, visitor, volunteer, contract staff or observer.

Department

The area to which the employee is assigned, as shown in the PeopleSoft database.

Department of Central Security (DCS) Program Coordinator

The person assigned by the Director of Central Security to manage the processes and coordinate and perform the tasks required to operate the Security ID Badge Program.

Department Security ID Badge Coordinator

Departmental contact responsible for Security ID Badge ordering, receiving, distributing, tracking, and training. Also responsible for receiving and distributing if department follows the batch process.

Employees

Full-time and part-time employees of the University

• Wage employees (including adjunct faculty, part-time classified without benefits, post-doc, etc.).
• Visiting faculty and staff (research assistants, visiting research assistants, visiting scholars).
• Student Employees (enrolled in a degree or recognized program of study and employed by the University as part of the student status)

High Risk

High risk areas are defined by the likelihood to be affected by an occurrence that can impact the institution's ability to fulfill its mission, or a unit's ability to fulfill its objectives in support of the mission. High risk areas are designated by the Emergency Management Policy Committee.

Observers

Persons who have made formal request and received permission to observe medical protocol or operational procedures for education, medical, and other approved purposes.

Risk

Risk is measured in terms of consequence and likelihood. Potential risk could involve humans; animals; the University's financial, physical, or information systems, or its reputation.

Visitors

Visitors are defined in this policy as short-term guests, vendors (service personnel from off campus) and unexpected walk on persons.

Volunteers

Volunteers are defined in this policy as persons providing a service to the University of Minnesota, but are not on the payroll.

Central Security

Provide Security ID Badge Program and policy oversight and management to include education; communication; training; approvals of exceptions; audit and compliance oversight and management of the program.

Central Security (DCS) Program Coordinator

The person assigned by the Director of Central Security to manage the processes and coordinate and perform the tasks required to operate the Security ID Badge Program.

Department

Provide education on Security ID policy and program; provide departmental management and oversight of department activities related to the Security ID Badge Program.

Department Guest Badge Manager

Responsible for day-to-day departmental operations to ensure authorized departmental visitors and guests meet departmental and program goals related to guest security.

Department Security ID Badge Coordinator

Departmental contact responsible for Security ID Badge ordering, receiving, distributing, tracking, and training. Collaborate with the Security ID Badge Program Coordinator to develop forms for use in managing the Security ID Badge process.

Security ID Badge Program Coordinator

Responsible for ensuring compliance with the Security ID Badge Program directives, delivering program communications, and providing training. Collaborate with the Department Security ID Badge Coordinator to develop forms for use in managing the Security ID Badge process.

U Card Office

Provide centralized production, distribution, and disposal of Security ID Badges for badge recipients or department Security ID Badge Coordinators.

• Appendix A: Sample ID Badge Return Status Report

• Security ID Badges Frequently Asked Questions

• Department of Central Security web site
• Board of Regents Policy: Campus Health & Safety
• Administrative Policy: Getting Access to University Buildings
• Administrative Policy: Protection of Individual Health Information by University Health Care Components (HIPPA)

Amended:

August 2008 - Statement divided into Mandatory and Optional Use sections. Exceptions section in Statement deleted. Clarified language in statement.

Amended:

July 2007 - Moved "Sample ID Badge Return Status Report from the forms to the Appendices section. Added high risk definition and moved sentences to this definition from the policy statement and risk definition.

Effective:

April 2007

To obtain a copy of a historical policy, e-mail the U Policy Librarian at policy@umn.edu or call 612-624-4372.