Educational Leadership Center Identification Badge Procedures

Transcription

1 Educational Leadership Center Identification Badge Procedures October 2007

2 Educational Leadership Center Visitor Identification Badge Procedures Purpose: To explain the identification badging process used within the Orange County Public Schools Educational Leadership Center (ELC). The Security Services Department is responsible for managing the identification badge process within the ELC. The intent of the ELC Visitor Identification Badge Procedures is to insure that individuals and/or groups who have official business above the first floor of the Educational Leadership Center are appropriately badged. Badge Categories and Definitions: Permanent District Identification Badges (Employees) OCPS photo identification badges are issued to employees by Security Services or a work location supervisor (schools, Transportation Services). An OCPS photo identification badge authorizes the wearer to conduct official business on all floors of the Educational Leadership Center without the need for an escort. All employees are required to prominently display an OCPS photo identification badge at all times while on district property, to include schools and other work locations. Red Escort Badge Red to be escorted badges are issued to ELC visitors and visiting groups who conduct official business at the ELC that does not exceed one work day and has not been pre-arranged. These visitors will require an escort by a permanently badged OCPS employee or an employee with a green staff badge during the time they are in the building. The host agency or department may also use the procedures for pre-arranged appointments as appropriate for their needs. If unbadged visitors do not or cannot make contact with the department they plan to visit, they will not be granted access to the upper floors of the building. Green ELC Staff Badge Green staff badges are issued on a one-day limited basis to employees who have been issued a permanent identification badge but do not have it when they enter the building. Employees will sign for and receive a green staff badge at the Identification Badge Office on the first floor of the ELC. Employment status must be verified as current in the SAP personnel system. Permanently badged employees using a temporary green badge may conduct escorts of visitors. Blue Temporary Guest Identification Badge These badges will be issued to visitors on official business at the ELC for more than one day. Information should be provided to Security Services at least one week prior to the guest s visit. The department hosting the temporary guest will provide a request form (available on the OCPS Intranet) to the Security Services Identification Section. Badges will be provided to the hosting department, which will sign for and issue temporary guest passes to their visitors. The hosting department is responsible for collecting the badges and returning them to the Identification Section at the end of the visit.

3 ELC Temporary Guest Photo ID Upon request and upon the approval of a security administrator, visitors may be issued a temporary photo identification badge. A request form is available on the intranet and must be completed by the requesting department. These badges will allow access to the Educational Leadership Center ONLY and are not valid at any public, charter or special school within Orange County. Badges are valid for one year from date of issue. Age Requirement Visitor Identification Badges will be required for visitors and guests over the age of 12 years who desire access to the ELC. Vendor Identification A department that uses outside vendors will make arrangements with Procurement Services to have vendor identification badges issued to representatives from those agencies. Copy Machine Service Service technicians from the following companies are approved for access to perform maintenance or other related duties provided they display their company issued photo identification badge. IKON Xerox Danka Lanier Delivery Service Personnel Deliveries to departments within the ELC are handled through the Mail Center. If your department has frequent business with a specific provider that cannot be handled through the Mail Center, please contact (407) Delivery personnel from the following agencies are allowed access to upper floors to conduct official business. The agency representative must be in uniform and display a company issued photo identification badge. Failure to abide by either of these requirements will result in access being denied to the deliver person. U.S. Postal Service Federal Express United Parcel Service DHL Committee/Task Force Badge ELC Guest photo ID badges may be issued to individuals asked to serve on a committee or task force which lasts for an extended period. Badges are valid for one year from the date of issue. The department sponsoring the committee or task force may request an ELC Guest photo ID badge using the request form available on the intranet. The badge will include a photo, name and the expiration date.

4 Pre-Arranged Appointment Identification Badges (Blue) To the maximum extent possible, individuals who work in the ELC can make pre-arrangements to have a badge prepared in advance for a potential visitor. At least the day prior to the anticipated visit, the ELC host individual or agency should make a written request to security Services to have their guest added to the list of visitors for the specific day. This notification should be made using the request form available on the intranet. When requesting badges for a pre-arranged appointment, you must submit the following information: visitors name date of appointment time of meeting name and contact information for host The Identification Badge Office will provide an appropriate number of badges for the visitor(s) to the ELC reception personnel. Badges may be signed for at the reception desk. If arrangements are not made in advance, the host agency or department will follow the Red Escort Badge procedures. Reciprocity Identification Badges Employees and representatives of local governmental agencies on official business within the ELC will be granted access provided they wear and prominently display their agency issued identification badge. Those agencies include: Orange County Government City of Orlando Local law enforcement agencies State law enforcement agencies Federal law enforcement agencies Military personnel in uniform

5 Escort Process Departments housed within the ELC will be responsible for providing security escorts for unannounced visitors and visiting groups. Visitors without pre-arranged appointments will phone the department they intend to visit from the first floor lobby when they arrive at the ELC. All departments should develop Unbadged Visitor Reception/Escort Procedures. Visitors must call the department they wish to visit. The escort will meet the visitors at the reception desk on the first floor. The escort will insure that visitors complete all fields of the sign-in log. The visitor will be issued a numbered RED badge indicating Escort Required. The escort will sign the log indicating responsibility for the visitor(s). In the case of groups, once all visitors are assembled, the escort(s)* will move the group to the designated space within the ELC where the event is being held. The escort will explain security requirements that warrant strict visitor control. Escorts will insure visitors stay in or near the event area within the ELC. Upon completion of the event, visitors will be escorted back to the lobby by the original escort or another permanently badged employee. The escort will insure visitors sign out and return their issued visitor badges. *For large groups more than one escort may be required to insure security control. Large Groups Arrangements should be made in advance with the Identification Badge Office for any large groups of visitors with business above the first floor. (see Pre-Arranged Appointment above). In the event that advance arrangements have not been made, the host department will be required to follow Red Escort Badge procedures. Escorts will leave a contact number with ELC Reception Desk in the event visitors arrive after the start of the event. It will be the escort s responsibility to have someone return to the first floor and take the late arriving visitors to the event location after completing Red Escort Badge procedures. Large groups may require more than one escort to insure security control. After-Hours Meetings After-hours meetings present unique security situations and should always be scheduled for available first floor conference rooms. In the event that meetings must be scheduled upstairs, it is the responsibility of the host department to have staff available to provide escort(s) for the guests upon their arrival and upon departure from the building. If you have questions or need additional information, call Security Services at (407) ext. 2942