ID Cards and Controlled Access Systems

 

General

1. This document outlines policies and procedures governing ID cards and the Card Reader System. Sample forms for use in implementing these policies and procedures are attached.
   
   
2. The Chief of Campus Police will have the principal responsibility for administering the Identification Card and Card Reader System for the UT Health Science Center campus and shall be available for consultation and advice in resolving security related questions. Only the Chancellor or his designee can overrule Campus Police in matters of Identification Cards and the Card Reader System.
   
   
3. The Identification Cards issued by Campus Police to faculty and staff is for their official use on the UT Health Science Center campus. The Identification Cards remain the property of the University and must be returned to Campus Police upon termination or transfer, etc. Failure to return the IDs will subject the individual to penalties and restrictions outlined elsewhere in this document.
   
   
4. Students, upon graduation or withdrawal, must return their ID cards. Failure to return ID cards will result in penalties and restrictions outlined elsewhere in this document.
   
   
5. Vice Chancellors, Deans, Chairpersons, Department Heads and Directors having approval authority for issuance of card reader ID cards will ensure that proper controls and safeguards are maintained to protect the integrity of the Security Card Reader Access System and security of UT Health Science Center facilities and activities. They will likewise ensure that card reader access authorization is limited to those individuals within their activity who have an official need.

Identification Card

1. All UT faculty, students, staff exempt, and non-exempt employees will be issued an identification card by Campus Police.
   
   
2. UT Medical Group personnel will be issued ID cards based upon request, signed by UTMG Department of Human Resources. ID cards issued to UTMG personnel will be in accordance with the policies and procedures outlined herein and on a cost reimbursement basis.
   
   
3. Identification Card/Card Reader Applications (Attachment A) will be initiated and processed as outlined below:
   
   
   1. For other academic personnel not processed through Personnel Services, the academic department will provide Campus Police a copy of the appointment letter or written verification of appointment. The completed application is forwarded to Campus Police for issue of the ID card.
      
      
   2. For Contractors who will be on Campus several days and who will not be accompanied by university personnel, MUST get approval from the Director of Facilities who will provide to Campus Police in writing details of the visit and will schedule issuance of ID's.
      
      
   3. Card reader access will be issued to those individuals who require access to card reader equipped buildings and areas after normal operating hours while buildings are secured. The card reader access request is a part of the application form referred to in 3.a. Above. The card reader access requirement must be cleared by signature with the manager of the space or building involved before the application for the ID card is sent to Campus Police for the card to be issued.
      
      
4. ID's will be replaced at a cost of $25.00 each. (Effective March 1, 2023)
   
   
5. Stolen cards may be replaced at no cost with the presentation of a copy of the police report. Other stolen ID's may be replaced at a cost of twenty five dollars ($25.00). After an initial ID card has been provided, a replacement ID card may be obtained at no cost to the holder if there is a change in name, department, or title or if the card has become worn or broken through no fault of the holder. (Effective March 1, 2023)
   
   
6. There will be a charge of twenty five dollars ($25.00) for ID cards not returned upon termination. Departments must initiate an Exit Clearance Form for all employees terminating and ID cards must be returned to Campus Police before the final paycheck is released. (Effective March 1, 2023)
   
   
7. Student ID's must be returned upon withdrawal or graduation. A charge of twenty five ($25.00) dollars will be levied upon failure to return ID. Transcripts will be withheld until the fee is paid.
   
   
8. Faculty, staff, and students clearing the campus in advance of their termination, graduation, etc., date and upon request to Campus Police will be issued a temporary ID card covering the remainder of their official stay on campus.
   
   
9. When an employee begins leave without pay for a period of four months or less, at the discretion of the department head, identification cards normally relinquished at the onset of the leave, may remain in the custody of the department head, and be reassigned to the employee upon return to active status. In such instances, the department head will make an appropriate notation on the Exit Clearance Form as it is processed.

Card Reader System

1. Vice Chancellors, Deans, Chairpersons, Independent Department Heads and Directors (includes equivalent level within UTMG) will have authority to approve requests for card reader access for buildings and areas under their immediate control and may delegate this authority to one other individual to act in their behalf.
   
   
2. Individual users of the card reader system are charged with insuring that the ID card entrusted to them is always safeguarded. Persons loaning or otherwise misusing the card will be subject to disciplinary action.