UTHCPC Procedures - Identification Badges

In order for the University of Texas Harris County Psychiatric Center (UTHCPC) to ensure the safety and protection of patients by maintaining a safe and secure environment, it is the policy of UTHCPC that all persons assigned to work at UTHCPC will use a valid and programmed ID badge for access to enter and exit the facility. For reasons relating to both institutional identity and promotion of safety for all members of the UTHCPC community, The University of Texas - Health Science Center at Houston issues valid and programmed identification for access into workplace facilities. (See University of Texas - Health Science Center at Houston Identification Badges HOOP Policy 2.08 for a description of ID policy.)

Persons who report to work without a programmed ID badge may not be allowed to work. Employees who come to work without a badge must obtain a valid ID badge. When an employee does not have possession of a valid ID badge, the employee must check in with UT Police and the Reception desk, or at night with the designated security guard at front of hospital. At the security desk, employees will proceed to fill out the ID Badge Replacement Authorization Form and the employee's supervisor will then be contacted. At the supervisor's discretion, a temporary, color-coded ID badge may then be issued to employee, and the employee will then be buzzed in and out through communication with the front desk.

All members of UTHCPC are to display their badges in order to have access to and identify themselves and their association with the university at all times while on the premises of UTHCPC owned or leased space.

Identification badges are the property of UT-Houston and will be retained by the university when an individual terminates his or her employment, ceases to be enrolled, or otherwise ends his or her association with the university.

If an ID badge is lost, stolen, abused or damaged, one must immediately contact their supervisor with their badge number and explanation of the incident. The ID badge will then be instantly de-activated and the employee must obtain a new badge for access.

Note: All valid ID badges will be invalidated and will not properly work if the badge is perforated to any degree. Any damaged badges will be de-activated and a newly programmed ID badge must be obtained for the employee to have access to the facility.

In most cases, lost or stolen identification badges will be replaced at a cost to the individual of $10 payable in cash or check at the time of replacement. Refer to the University of Texas - Health Science Center Identification Badge Information sheet for more detailed information as to guidelines relevant in these situations.

The Administrator will approve the level of access to UTHCPC that is programmed for each valid ID.

The following defined identifiable patterns of reporting to work without ID badges in a 12-month period will result in the following disciplinary action:

1^st occurrence - no disciplinary action required
2^nd occurrence - verbal warning
3^rd occurrence - written warning
4^th occurrence - 5-day suspension without pay
5^th occurrence - termination

The receptionist and after hours security are responsible for identifying individuals by checking their personal ID and verifying with the department, each person's stated purpose of visit before issuing temporary ID and buzzing persons in and out.

The Hospital-Wide Education department will collect ID Badge numbers during new employee orientation from all persons assigned to work at UTHCPC. The ID numbers will be reported via e-mail to Facilities Management who is then responsible for providing appropriate ID badge numbers and access levels for all identification badges to the UT Police for initial activation and programming. After the initial programming by UT Police, the badge will be used for entry and exit access to the facility.

All persons assigned to work at UTHCPC will hold activated ID badges to a card access system in order to gain entry or exit to the facility. If activated correctly and there are no problems, staff may then enter the secured area.

All employees must wear an ID badge. Employees who do not have a badge may not be allowed to work.

Employees who come to work without a badge must obtain a valid ID badge within 24 hours. When the UT Cashiers office is closed, i.e. weekends and holidays, employees must obtain a new badge on the following working day. For example, an employee arriving on a Friday without an ID badge will have until the following Monday when arriving at work, to renew their badge.

When an employee does not have possession of his/her valid ID badge, the following steps will be taken.

1.) Check in - Employee will check in with UT Police and Reception desk or at night with designated security guard at front of hospital.

2.) ID Badge Replacement Authorization Form - At the security desk, employees must present other proper identification, such as a valid driver's license, and proceed to fill out the ID Badge Replacement Authorization Form. Employee is responsible for having their Manager/Supervisor sign to verify on same day, or the following workday if after regular business hours or on weekend. For ID Badge Replacement, employees will bring the form to Facilities Management-1A74 and staff member will retain a copy of form until a new badge is received. Any temporary delays from UCT in receiving a new badge will be noted by badge issuer at the bottom of the form. Employees will then bring replacement form and $10 to Financial Operations Office: Room 1CO1, (Ext. 3881) to obtain receipt for new badge. ID Badge receipt will be shown to Facilities Management to obtain new ID Badge and activation. Facilities Management will then record new badge ID number on the ID Badge Replacement Authorization Form. Employee's Supervisor will retain a copy of form for documenting purposes.

3.) Contact Supervisor

Day Shifts - UT police will then contact the employee's supervisor who will decide the best course of action for the employee. It is at the discretion of the employee's supervisor to designate whether the employee may proceed to work their shift that day. The supervisor will also decide how long the employee may work, wearing the temporary ID badge, until employee can obtain a valid ID badge.

Night/Weekend Shifts - The same procedure will occur as if occurring on the day shift. Furthermore, if the employee's supervisor cannot be reached, UT police will contact the designated Nursing Supervisor who will determine the best course of action for the employee.

4.) Issuing of Temporary ID badges - If the employee received approval to work by their supervisor, they will proceed to the Reception desk where designated temporary ID badges will be issued after presentation of proper identification. During the time period that the employee does not posses a badge, they must sign in at the Reception desk to have access into the facility, and will be treated as a visitor (See below for procedure.) The reception desk will then issue the employee a color-coded temporary ID badge, with the employee's name, the date and time issued, and department.

5.) Access - After the initial validation and sign in at the Reception desk, employees may have temporary access to the facility using their temporary, color-coded paper ID badge. The employee may then request entry and exit through the front desk via the intercom system located at the card access system locations. During the time period that the employee wears the temporary ID badge, the employee will be buzzed in and out through communication with the front desk.

Facilities Management will facilitate the ID badges for MHMRA and Harris County staff.

Supervisors are responsible for collecting ID badge numbers for their current students who already possess a valid ID badge. The badge number will be reported to the Facilities Management Department to be programmed as all other employees working at UTHCPC along with beginning and ending dates. Any changes in these dates must also be communicated to the Facilities Management Department.

Students who will be attending or observing at UTHCPC and who are issued a badge, will be treated as any other UTHCPC staff person, with the exception that their ID badge will be activated for a certain period of time using an expiration date.

Students who are not issued a permanent and valid ID badge must request entry and exit as a visitor and may be buzzed in and out by the receptionist or escorted in and out. By UTHCPC staff or a supervisor/mentor with a programmed ID badge.

All persons assigned to temporarily work at UTHCPC through consulting, contract staff or temporary agencies will be issued a temporary valid and programmed ID badge that will have an expiration date to restrict access after a certain date.

All other visitors not mentioned above whom do not possess a programmed ID badge, must sign in at the Reception desk to have access into the facility. It is at the Receptionist's discretion that after initial validation and sign in, all visitors may have temporary access to the facility without a valid ID badge by issuing them a temporary paper ID badge. The visitor may then request entry and exit through the front desk via the intercom system located at the card access system locations.

If the visitor is present for professional UTHCPC business, the appropriate UTHCPC employee should meet them at the front desk to validate their visit and escort them to proper area.

All vendors or individuals needing access to the facility areas will be treated as visitors, as well as be escorted to the proper areas. If someone has a vendor responsibility, they will need to be escorted to the front desk by UTHCPC staff to receive a proper ID badge.

All persons arriving at UTHCPC who will be participating in any court related activities will be treated as visitors upon proper identification and sign in.

UTMSI and UTHRC employees must report their badge ID number to Facilities Management to have entry and exit access at UTHCPC.

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