2015.01 Temporary Access Badges

1.0 Purpose

The purpose of this policy is to assure that TB/HIV/STD Section (Section) employees are aware of and comply with the appropriate use of temporary access badges.
 

2.0 Policy

It is the policy of the Section that employees will adhere to all DSHS requirements for the use of temporary access badges to access Building 636. This policy builds on existing DSHS Policy OS-3100, relating to security practices and facility access at all DSHS campuses and locations.
 

3.0 Background

Employees are required to have their employee identification badges on their person for daily access to and within Building 636. Badges must be worn and visible at all times. In the rare event that an employee forgets or otherwise does not have their own access badge, temporary access badges will be made available on a limited basis. The availability of these temporary badges are provided as a service and convenience to our Section employees. These temporary badges are meant to be time-bound and in no way a permanent substitute for employees acquiring their own access badges in a timely manner. Employees who have misplaced or lost their own access badge are expected to replace their access badge as soon as possible. Employees needing a replacement badge should route their request to the Section Chief of Staff.

Only two temporary badges will be available for check out from the Section office in Building 634. These two badges will be provided on a first-come/first-serve basis. Badges will only be provided when the employee is physically present to check out the badge at the Section office. Employees not able to acquire a badge will need to arrange with their supervisor how they will have access to and within Building 636. Employees returning home to retrieve their badge will take leave to do so.
 

4.0 Definitions/Acronyms

Building 636 – the building within the Austin State Hospital campus that houses a majority of Section employees.

TB/HIV/STD Section – a Section in the DSHS Division of Laboratories and Infectious Disease Services which includes: the HIV/STD Prevention and Care Branch, the TB/HIV/STD Epidemiology and Surveillance Branch, and the TB and Refugee Health Services Branch.

Section Office – the Section administrative office which is housed in building 634 within the Austin State Hospital campus.
 

5.0 Persons Affected

All Section employees, including supervisors and managers.
 

6.0 Procedures

All Section employees will use the following procedures for requesting use of a temporary badge:

1. Complete the temporary access badge form to be signed by the Branch Manager. If the Branch Manager is not available, the form will be signed by Acting Branch Manager.

2. Submit the signed form to the Chief of Staff at the Section office.

3. Return the access badge to the Section office by 4 pm on the same day it was checked out.

4. If the badge is not returned the day it was borrowed:

   • The Branch Manager will be informed by the Chief of Staff via email and will copy the Section Director. The Branch Manager will ask that the appropriate supervisor counsel the employee using Form HR1001 (Employee Performance Notes). A copy of the counseling note will be sent to the Section Director indicating the employee has been counseled on the matter.

   • Employees failing to return a badge a second time forfeit the privilege to borrow a temporary access badge unless their Branch Manager personally requests a badge on behalf of this employee and agrees to be personally responsible for assuring the badge is returned on time. The Branch Manager will make the request via email to the Chief of Staff and copy the Section Director. Such a request does not guarantee that a badge will be available. Again, badges are only provided when the employee is physically present to check out the badge at the Section office.

   • If the employee does not return the badge to the Section office as required, the Branch Manager will complete a level one reminder and send a copy to the Section Manager. This staff also permanently forfeits the privilege to check out an access badge.

5. The Section will not replace any unreturned badge, so there will be fewer badges for staff to use.

6. Access will be removed from all unreturned badges.

7. The service of making temporary badges available will be discontinued once all access badges are lost or not returned. Employees will need to take leave to return home and retrieve their own badge.

The Section will keep only two access badges for existing employees. Each badge:

1. will be available at the Section office

2. can be picked up between 9am and noon

3. will be labeled Temporary

4. will be active for only 8 hours

5. will be used only once by the same employee in a week’s period

6. will be returned to the Section office by 4 pm.

7. access will be stopped at 4 pm

The Section will keep only two access badges for new employees. Each badge:

1. will be available at the Section office

2. can be picked up between 9am and noon

3. will be labeled Temporary - New Employee

4. will be active for only a week

5. will be renewed only for a second week

6. will be submitted to the Section office at the end of the second week

7. access will be stopped at the end of the second week
    

7.0 Revision History