EDWIN G. BUSS SECRETARY

Transcription

1 EDWIN G. BUSS SECRETARY PROCEDURE NUMBER: PROCEDURE TITLE: IDENTIFICATION CARDS RESPONSIBLE AUTHORITY: OFFICE OF INSTITUTIONS ISSUE DATE: JULY 27, 2011 INITIAL ISSUE DATE: MAY 24, 2000 SUPERSEDES: PPD AND RELEVANT DC FORMS: DC2-532, DC6-210, AND NI1-009 ACA/CAC STANDARDS: NONE STATE/FEDERAL STATUTES: SECTIONS AND , F.S. FLORIDA ADMINISTRATIVE CODE: NONE

2 PURPOSE: To establish guidelines for the distribution and use of identification cards. DEFINITIONS: Procedure (1) Auxiliary Officer, where used herein, refers to a person approved by the department to serve as either an auxiliary correctional officer or an auxiliary correctional probation officer. (2) Employee Identification Card, where used herein, refers to an identification card used by a non-certified employee to obtain access to facilities. (3) Certified Officer Identification Card, where used herein, refers to an identification card used by certified correctional and correctional probation officers. (4) Retired Employee, where used herein, refers to a department employee, other than a correctional or correctional probation officer, who has terminated her/his employment and is eligible to receive benefits from the Florida Retirement System. (5) Retired Certified Officer, where used herein, refers to a certified correctional or correctional probation officer who has terminated her/his employment with the department and is eligible to receive benefits from the Florida Retirement System. (6) ID-card, where used herein, refers to the employee identification card, the certified officer identification card, retired employee card, the retired certified officer card, the service provider identification card, and the statewide service provider identification card. (7) Identification Card Administrator, where used herein, refers to the employee responsible for issuing and replacing ID-cards. (8) Identification Card Badge System, where used herein, refers to the equipment and the centralized database used to make identification cards. (9) Regional Provider, where used herein, refers to a non-department employee (excluding volunteers) whose identification card allows her/him access to the facilities and institutions in a specific region. (10) Service Provider, where used herein, refers to a non-department employee (excluding volunteers) whose identification card allows her/him access to only specified department facilities or institutions. (11) Statewide Service Provider, where used herein, refers to a non-department employee (excluding volunteers) whose identification card allows her/him access to all department facilities and institutions. 2

3 SPECIFIC PROCEDURES: (1) ID-CARD FORMATTING: (a) Employee Identification Cards: 1. will be printed in portrait style; 2. will contain a magnetic strip on the reverse side for central office-employee identification cards; 3. will have the words DEPT. OF CORRECTIONS in black on a blue background at the top of the ID-card; 4. will have the department seal located above the picture; 5. will have the employee s name in black above the picture super-imposed on the department seal; (First and/or middle names or initials for the first and/or middle name along with the last name will be used. Nicknames or aliases will not be used on IDcards.) 6. will have the word STAFF in blue above the full name and super-imposed on the department seal; and 7. will have the picture taken against a blue background and centered at the bottom of the ID-card. (b) A current department employee who is an auxiliary officer will not be issued an auxiliary officer identification card in addition to the employee identification card. (c) Officer Identification Card: 1. will be printed in a landscape style; 2. will have the words Florida Department of Corrections in black on a gray background at the top of the ID-card; 3. will have the department seal located on the upper right hand portion of the card; 4. will have the picture taken against a blue background and located on the upper left hand portion of the card; 5. will have the words This is to Certify that in black centered below the Florida Department of Corrections header; 6. will have the employee s name in black in the center of the card; (First and/or middle names or initials for the first and/or middle name along with the last name will be used. Nicknames or aliases will not be used on ID-cards.); 7. will have the words Is a Correctional Officer/ or Correctional Probation Officer of the Florida Department of Corrections as authorized by the State of Florida Authority, Chapter (14), F.S. in black centered below the employee s name; and 8. will have the words Correctional Officer/ or Correctional Probation Officer in red below the picture. (d) Retired Employee Identification Card: 1. will be printed in a landscape style; 2. will have the words Florida Department of Corrections in black on a gray background at the top of the ID-card; 3. will have the department seal located on the upper right hand portion of the card; 4. will have the picture taken against a blue background and located on the upper left hand portion of the card; 3

4 5. will have the words This is to Certify that in black centered below the Florida Department of Corrections header; 6. will have the employee s name in black in the center of the card; (First and/or middle names or initials for the first and/or middle name along with the last name will be used. Nicknames or aliases will not be used on ID-cards.); 7. will have the words a. Is a retired employee from the Florida Department of Corrections having served the State of Florida. Authority, Procedure in black centered below the employee s name if the employee retired from a non-certified position; or b. Is a retired certified employee from the Florida Department of Corrections having served the State of Florida in a certified employee. Authority, Procedure in black centered below the employee s name; or 8. will have the words RETIRED in red below the picture. (e) Statewide Service Provider Identification Card: 1. will be printed in landscape style; 2. will have a yellow band on the top of the ID-card; 3. will have the words Statewide Service Provider in red under the words FL DEPT. OF CORRECTIONS; 4. will have the name of the contractual provider in black to the left of the photo; 5. will have the first and last name of the contractor in black at the bottom of the IDcard; 6. will be approved by the Secretary or her/his designee; 7. will be issued by the identification card administrator in central office; and 8. will have an NCIC/FCIC II background check completed annually on each statewide service provider. (f) Regional Service Provider Identification Card: 1. will be printed in landscape style; 2. will have a purple band on the top of the ID-card; 3. will have the words Regional Service Provider in red under the words FL DEPT. OF CORRECTIONS; 4. will have the name of the contractual provider in black to the left of the photo; 5. will have the first and last name of the contractor in black at the bottom of the IDcard; 6. will be approved by the regional director or her/his designee; 7. will be issued by the identification card administrator at the institution; and 8. will have an NCIC/FCIC II background check completed annually on each regional service provider. (g) Service Provider Identification Card: 1. will be printed in landscape style; 2. will have a green band on the top of the ID-card; 3. will have the words Service Provider and the name of the specific institution in red under the words FL DEPT. OF CORRECTIONS; 4. will have the name of the contractual provider in black to the left of the photo; 4

5 5. will have the first and last name of the contractor in black at the bottom of the IDcard; 6. will be issued by the identification card administrator at the institution; and 7. will have an NCIC/FCIC II background check completed annually on each service provider. (h) The Reverse Side of All Identification Cards: 1. Reverse side of the Employee Identification Card, Retired Employee Card, Regional Provider, Service Provider and the Statewide Service Provider will have This card is the property of the Florida Department of Corrections. If found, please drop in any mailbox. POSTMASTER: Please return to the Florida Department of Corrections, P.O. Box 13600, Tallahassee, FL, Reverse side of the Retired badges will have The individual identified on this card has retired from the Florida Department of Corrections. The Florida Department of Corrections makes no further representations as to the individual identified hereon. (2) SECURITY OF IDENTIFICATION CARD EQUIPMENT: (a) The identification card administrator will be trained by staff in the Office of Information Technology on the use of the identification card badge system, as well as how to protect her/his password. (b) S/he will ensure that only those employees authorized to operate the computer identification equipment have individual security/password access to the department s network and the identification card badge system. (c) When in operation, the equipment will not be left unattended. The operator will sign off and lock the workstation upon completion of her/his tasks, but will keep the workstation powered on. (d) At no time will an inmate have access to the department s computing network, which includes the identification card badge system. (e) ID-cards will be created using the same system as the inmate identification cards, but will be stored in a separate database. 1. The Office of Information Technology will design a separate and distinct database from the inmate identification card database. 2. The identification database for non-inmates will be maintained in the central office. (f) A separate template for each type of ID-card will be designed and distributed by the Office of Information Technology, and will not be created or altered in any way or for any reason without approval from the Secretary or her/his designee. (g) Backup Schedules: 1. The Office of Information Technology will establish a fully automated and manual backup routine for the identification card badge system to protect the data in the event of a hardware failure. 5

6 2. System backups will be done weekly by the Office of Information Technology. 3. Inmate data and photos will not be backed up with non-inmate data and photos. 4. The threshold security system located in the central office will be backed up on a daily basis. (3) USE OF ID CARDS: (a) The department employee s supervisor will be responsible for ensuring that an ID-card is issued for the employee. (b) The warden or her/his designee will be the final approving authority for the service provider receiving an ID-card. (c) The deputy assistant secretary of institutions operations or her/his designee will be the final approving authority for the statewide service provider receiving an ID-card. (d) The regional director or her/his designee will be the final approving authority for the regional service provider receiving an ID-card. (e) Prior to issuance of an ID-card to a retired employee or officer, the servicing personnel office from where the employee/officer terminated must be contacted to verify the former employee/officer s retirement status. 1. One retired identification card will be issued at the employee s location of employment or at the institution that is assigned to her/his last work location. 2. Retired employees may request replacement retiree identification cards, but will be charged at the current rate of $5.00, to be paid in the form of a money order payable to the Department of Corrections and remitted by the location or institution to the servicing accounting office, for staff and equipment used to make the replacement card. (f) Until the individual receives her/his ID-card, s/he will be required to present a driver s license or other form of photo identification, and will receive a temporary badge to obtain admittance into a location. (g) The identification card administrator or her/his designee will take the individual s picture and will ensure that an Identification Card Request, DC2-532, is completed prior to IDcard issuance. A central office employee will be given a copy of the Central Office Security Rules, NI (h) The identification card administrator will maintain the DC2-532 for her/his records. (i) While on duty, the individual (with the exception of community corrections staff - including administrative and clerical staff who will have the ID-card on her/his person for identification purposes) will ensure that the ID-card is worn in a visible manner that will identify her/him at all times. (j) A staff member will possess only one (1) type of ID-card at a time. 6

7 (k) A new ID-card will be issued to an individual to ensure that the picture on the ID-card is as up-to-date as possible. (l) A replacement ID-card will be issued when the original is damaged, no longer legible, or when the employee s physical appearance significantly changes or name changes. 1. When an ID-card is requested due to an employee s change in physical appearance, authorization from the warden or her/his designee, or the deputy assistant secretary of institutions operations or her/his designee for central office staff, will be required prior to replacement. 2. The employee, her/his supervisor, and/or security staff assigned to the entry/exit areas of secure facilities will ensure that ID-card photographs do not differ significantly from the employee s actual appearance. (m) Temporarily Misplaced Identification Cards: 1. If an individual reports to a location without her/his ID-card and the individual s identity can be confirmed, s/he will receive a temporary identification card through her/his immediate supervisor. At the central office, the temporary ID-card will be received at the security desk. 2. The individual will return the temporary identification card to the immediate supervisor at the conclusion of the day or to the security desk at central office. 3. If it is determined that the ID-card is permanently lost, the individual will obtain a new ID-card as described in section (3)(n) of this procedure. (n) Lost/Stolen/Unusable Identification Cards: 1. When a new ID-card is needed, the individual (with the exception of community corrections staff) will complete an Incident Report, DC6-210, and submit it to her/his immediate supervisor. The supervisor will forward the DC6-210 to the identification card administrator. 2. The community corrections employee will complete and submit an e-form incident report to her/his supervisor within forty-eight (48) hours of making the determination that a new ID-card is needed. The supervisor will forward the e-form incident report to the identification card administrator. 3. Once the DC6-210 or the e-form incident report is received by the identification card administrator, s/he will issue a new ID-card for the individual. 4. The warden, circuit administrator, or the identification card administrator will notify the emergency action center duty officer in accordance with Emergency Action Center, Procedure (o) Terminations: 1. An individual who is no longer working with the department will return the ID-card to her/his immediate supervisor or the identification card administrator. 2. If the ID-card is given to the supervisor, s/he will forward it to the identification card administrator. 3. The identification card administrator will mark the terminated employee inactive in the ID Badging software and then destroy the badge. 4. The terminated employee s or service provider s record will not be deleted from the ID Badging system. 7

8 (p) Authorized volunteers will be issued temporary identification cards by the control room staff prior to entering the facility. Prior to departure, those temporary identification cards will be returned. (4) ACCESS TO THE CENTRAL OFFICE WELLNESS CENTER: (a) A non-central office employee wanting access to the wellness center will contact the identification card administrator in the central office. (b) The identification card administrator will: 1. obtain the non-central office employee s current ID-card, 2. provide the employee with a new employee ID-card which includes a magnetic strip on the back to activate the central office doors during off-hours, and 3. provide the NI1-009 to the employee. /S/ Secretary 8