CHARLOTTE SCHOOL of LAW IDENTIFICATION BADGE POLICY

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1 CHARLOTTE SCHOOL of LAW IDENTIFICATION BADGE POLICY PURPOSE: The purpose of the Identification Badge Policy is: To provide a consistent method of identification of those authorized to be on campus To provide an additional means of establishing and maintaining a safe learning environment for our students, faculty and staff To provide an additional means of establishing a safe work place environment for members of the CharlotteLaw community To provide a safe environment for the public use of our library facilities To protect the property of the School SCOPE: This policy applies to all CharlotteLaw faculty, staff, students, visitors, library members, contractors, volunteers, temporary workers and guests while on School property. POLICY STATEMENT: All members of the CharlotteLaw community are required to wear an ID badge at all times while on school property. Visitors to CharlotteLaw are required to wear a visitor s ID badge obtained at the Welcome Center located on the second floor lobby of the Charlotte Plaza, while on school property. REASON FOR THE POLICY: It is the intention of CharlotteLaw to provide a safe environment free of crime and disorder. To this end, the school is committed to eliminating the perception and associated reality concerning non-affiliates accessing personal workspaces; increasing accountability and ease of facility use of employees while at the school; providing the faculty, staff and students an increased level of awareness; to call attention to suspicious persons; and encouraging members of our community to verify non-affiliates before allowing them access to personal space. RESPONSIBILITIES: A. EMPLOYEES: All employees must have and visibly display a valid ID badge while on campus. Employees must report a lost, stolen, or misplaced ID badge to security immediately. Badges must be displayed in a visible manner with picture facing out, on the outside of clothing between the collar and above the waist at all times while on campus. If a badge is worn outside stated guidelines, employees will be asked to display it properly. If employees are asked to show their badges, they must do so willingly. Employees that misplace or forget to bring their badge to work must obtain a temporary CSL employee badge at the Welcome Center located on the

2 second floor of Charlotte Plaza and leave a valid photo ID, issued by the state with the officer at that location. The ID will remain at the receptionist in exchange for a loaner badge. Loaner badges are to be returned to security before the employee leaves for the day. Under no circumstances will an employee be given a temporary badge without first being validated in the badge system. Their badge access must be current. After validation, the employee will sign for the temporary badge. Employees may check out 3 temporary badges each academic semester without additional processes. If an employee requests a 4 th temporary badge within the time period, security will document the incident, and issue a 4 th temporary badge. The Security Director will be advised of the incident. The Security Director will contact the Employee s supervisor, or in the case of Faculty, the Associate Dean of Academics will be advised of the incident. Access: Employees may not use their badge to provide unauthorized access to another employee, student, visitor, guests, member, relative, etc. who does not have his/her badge. All guests/visitors must be directed to the Welcome Center located on the second floor. Employees who are caught providing unauthorized access may be subject to disciplinary action through human resources in their department. Employees who loan their ID badge to other employees, students, visitors, relatives, etc., are subject to disciplinary action, which could include termination. Each member of the CharlotteLaw Community should challenge anyone who is not properly badged. A security officer should be contacted immediately. Employees refusing to display badges as described above should be reported to their supervisor or CSL Security immediately. Possible Sanctions Failure to do comply with this policy may result in disciplinary action for any employee who exceeds the maximum number of temporary badges issued per semester or refuses to comply with a request of school officials/designees to display the ID badge as described in this policy. Examples of disciplinary action are: o Action Improvement Plan to be placed in official HR file o Time management course o Suspension (unpaid leave) o Termination B. STUDENT: All students must have a valid ID badge while on campus. Students must report a lost, stolen, or misplaced ID badge to security immediately. Badges must be displayed in a visible manner with picture facing out, on the outside of clothing between the collar and above the waist at all times while on campus. If a badge is worn outside stated guidelines, students will be asked to display it properly. If students are asked to show their badges they should do so willingly. Students that misplace or forget to bring their badge to school must have a

3 valid ID and sign out a temporary CSL student badge at the Welcome Center located on the second floor lobby of the Charlotte Plaza. The ID will remain at the receptionist in exchange for a loaner badge. Loaner badges are to be returned to security before the student leaves for the day. Under no circumstances will a student be given a temporary badge without first being validated in the badge system that their badge has current access and then will be required to sign for it. Visitation hours for student guest are from 9:00am to 5:00pm Monday through Friday. Students are allowed one visitation per semester and no more than 2 members. The student host is responsible for his/her guest and the guest should be escorted at all times. The student s guest will provide a valid photo ID issued by the state which will remain at the receptionist desk and returned when they leave. Students can only check out 3 badges each academic semester. If a student requests a 4 th temporary badge within this time period, security will document and issue the 4 th temporary badge, and then inform the Director of Security. The Director of Security will then contact the Associate Dean of Student Services to inform them of the violation of the badge policy. Access: Students may not use their badge to provide unauthorized access to another student, employee, visitor, guests, member, relative, etc. who does not have his/her badge. All guests/visitors must be directed to the Welcome Center. Students who are caught doing this may be subject to disciplinary action through the office of Student Services. Each member of the CharlotteLaw Community should challenge anyone who is not properly badged, and report violations to security. Students refusing to display badges as described above should be reported to the Associate Dean of Student Services and CSL Security immediately. Possible Sanctions Failure to comply may result in the following disciplinary action: o Community service project pro bono hours o Time management counseling o Charge for each time after allotted amount o Action plan for improvement o Official note placed in student s permanent record o Bill student s accounts receivable (withhold transcript and block Registration for any unpaid fines) C. LEADERSHIP: IS expected to ensure that all employees, students, visitors, contractors and guests are properly badged and relay proper instructions for replacement. Under no circumstances should anyone be granted access to the school without a valid photo ID or temporary badge. All members of this group are expected to model appropriate behaviors and expectations outlined in this policy as well

4 as hold all in-scope groups accountable. D. SECURITY Issues personal identification/building badges. Assists community members who arrive at the school without their identification/building access badge as provided under this policy. Informs supervisors of any employee or student who has exceeded the maximum number of temporary ID badges allowed. E. SPONSORS OF MEETINGS & EVENTS: Will complete the appropriate on-line facility request form in advance of meeting/event date. Must inform all guests about the CharlotteLaw ID Badge Policy Normal business hours are Mon Fri from 8am 5pm. F. VISITORS, VENDORS, GUESTS, & LIBRARY MEMBERS: All visitors, vendors, guests, and library patrons/members must go to the Welcome Center to check in. All visitors and guests must present a valid photo ID, issued by the state. The visitors and guests will be entered on the visitor log and the photo ID will be scanned to document the identity of the visitor. The CSL member host must meet his/her guest at the Welcome Center and escort them on to the floor. All visitors and guests must be escorted at all times by their CSL host while in our facility. Children that are 15 years old and under do not have to be registered, but must be in the company of a parent. No children shall be left unattended. Report a lost, stolen, or misplaced ID badge to CSL Security immediately. Badges must be displayed in a visible manner with picture facing out, on the outside of clothing between the collar and above the waist at all times while on campus. If a badge is worn outside stated guidelines, visitors will be asked to display it properly. If visitors are asked to show their badges they should do so willingly. Each member of the CharlotteLaw Community should challenge anyone who is not properly badged. Visitors, guests and library members refusing to display badges as described above should be reported to the Security immediately. Failure to follow stated visitor policies will result in immediate withdrawal and/or permanent revocation of future access privileges. PROCEDURES: 1. Authority and issuance a. Students: Badges for incoming students are authorized by the Admissions

5 Office and badges for returning students are authorized by the Registrar at the beginning of each semester. Initial badges are issued free of charge to the individual. A person without a badge must present photo identification to the security staff before a badge can be issued.. Faculty and Staff: CharlotteLaw Office of Human Resources authorizes badges for faculty and staff based upon entry of employee information into the Paychex/HRIS personnel information system. c. Initial badges are issued to the individual at the schools expense. Faculty and staff badges are issued with no specific expiration date. Employee identification badges will be imprinted with the employee s name and photograph. d. If an employee s name changes a new employee identification badge must be issued at the employee s expense. e. Others: Visitors, contractors, guests & library members: Must obtain an ID badge at the Welcome Center after signing in on the visitor s log. Library members and visiting public patrons must present a valid state issued photo ID that will remain at the receptionist desk in exchange for a visitors pass for the duration of their visit. All other visitors who are visiting employees of CharlotteLaw must sign in on the visitor s log and be escorted by their host at all times unless prior authorization for an exception has been obtained (example: registered book vendor visiting multiple faculty members). f. Meeting and event sponsors: Individuals and/or departments authorize badges for all non-affiliated visitors to the school who are attending an event or meeting. For groups larger than 5, self-adhesive visitor badges will be used in place of the standard visitor ID badge. These can be obtained from the receptionist. A roster of all attendees can be submitted in advance to the receptionist to avoid having each of the participants sign in individually. ID badges/stickers must be worn in a visible manner just below the collar. g. Issuance: All employee and student badges are issued by Security. Security also monitors and issues temporary badges for employees and students. Non-affiliate badges are issued at the receptionist desk. The employee must have already started working at CSL before an ID badge will be issued. h. Security personnel are instructed to contact their CSL supervisor when circumstances occur that require higher-level management resolution. 2. Ownership and surrender a. CSL ID Badges are the property of the School. They must be surrendered upon request by CSL officials, upon termination of employment.

6 b. The management and return of student ID badges falls under the authority of the registrar for all student withdrawals. Badges returned to the school by a student will be turned over to the CSL Security Office for final disposal. c. The management and return of faculty, staff and other ID badges falls under the authority of the Office of Human Resources prior to issuance of the final paycheck. 3. Replacement a. Personal change in employee or student status: Replacement badges due to marriage, divorce, voluntary name change or other significant physical changes will be the responsibility of, and will be charged to the individual. b. Loss or theft: Replacement badges due to loss, theft or negligence will be the responsibility of, and will be charged to, the individual. c. Others: Replacement badges for contractors or employees of other agencies will be charged to the individual (if possible), their company or charged to the sponsoring department. d. Badges reported lost will be rendered inactive and a replacement badge will be issued. e. Before a replacement badge can be issued, a fee of $15.00 must be paid at the time of issuance (the fee includes the replacement cost of the ID badge and holder accessories). f. An individual without a badge must present photo identification to the security guard before a replacement can be made. g. It has been determined that typical life expectancy of ID badges under normal conditions of use is four years. A new badge will be provided upon request at the school s expense and discretion to replace a badge that is at least four years old and not working properly. h Students and employees who have experienced significant facial and physical changes which makes it difficult to verify their identity should consider having their ID re-taken. This will avoid the need to provide alternative forms of ID to verify identity. The cost associated with replacing the ID will be borne by the individual. 4. Care and safekeeping a. CSL badge holders are expected to exercise care in the use and safekeeping of CSL s ID badges. Some guidelines for best practices are: Protect the badge from magnetic fields that could scramble the data encoded on the badge s magnetic stripe.

7 Avoid extreme heat which may cause the badge to come apart (example don t leave a badge on the dashboard of a car in hot weather). Avoid excessive moisture which may also cause the badge to disassemble (example be sure to remove the badge from clothing before laundering). Treat the badge as you would house, work, or car keys always keep it in a safe place when its not being worn. Cards that stop working should be reported to security for replacement. Do not bend. There is a chip and antenna inside the card that could become damaged. 5. Falsification, alteration, tampering a. Any falsification, alteration or tampering with an official CSL ID badge is against CSL policy and may be cause for disciplinary action. 6. Transferring a. The CSL ID/building access badge is not transferable to other individuals under any circumstances. b. Individuals needing access throughout the building must be directed according to the above policy. 7. Replacing and/or obtaining an ID/building access badge a. Students and employees should report to the security office or call the security cell phone between the following hours to obtain or replace a badge: Monday Sunday 7am 10pm.