Assigning Security Identification Badges to Guests (temporary employees, visitors, volunteers, contract employees, medical observers)

PROCEDURE

The following are guidelines for the distribution of Security ID Badges in special situations:

Assigning Security ID Badges to Temporary Employees

Security ID Badges for sponsored Temporary Employees are assigned in the same manner as for “Employees.”

Assigning and Managing Guest Security ID Badges (Visitor, Volunteer, Contract, and Observer)

Guest Security ID Badges will have a similar design as Employee Security ID Badges, but will feature only the department name, Badge expiration date, Badge number, and guest status. Guest and volunteer Badges will not include a photo. If the Badge is issued to a vendor, it will be generic and list the vendor name as a label.

Key Guests (visitors, volunteers, contract employees, and medical observers) are required to have a Guest Security ID Badge issued for access to certain facilities at the University of Minnesota.

1. Security Coordinator requests Guest ID Badges (per Department of Central Security Policy) from the U Card Office using the Badge Management System (BMS).
2. Guest Badge Manager secures inventory of Guest ID badges in a fireproof, locked cabinet.
3. Department Contact ensures that employee who will be receiving a guest completes a Guest id badge request form (see sample Sample Guest Security ID Badge Request Form).
4. Guest Badge Manager distributes, retrieves and tracks Guest Badges each day.
5. Guest Badge Manager ensures that guests who enter secure facilities sign in and out on Visitor log sheet (see sample Sample Guest Security ID Badge Log).
6. Guest Badge Manager checks In/Out Guest Badges using the Badge Management System.
7. Guest Badge Manager provides guests that will be on-site for more than one day with the Guest id acknowledgement form (see sample Sample Guest Security ID Acknowledgement Form). These guests are still required to sign in and out each day on the Guest log sheet.

If a guest fails to return the assigned Guest Security ID Badge, the Guest Badge Manager or Department Security ID Badge Coordinator will revoke all access afforded by the non-surrendered Badge and update the Badge Management System to reflect Badge status. The Coordinator will then contact the employee who authorized the visit and notifies the employee of the breach in agreement contact the guest and request the immediate return of the Security ID Badge.

Note: Vendor Security ID Badges do not renew automatically. Renewals for all Badges – Security ID and Guest ID Badges must be requested, and approved.

Procedure FEEDBACK