Policy Area: Human Resources
Policy Title: Identification Cards
Submitted Date: February 2022
Effective Date: March 7, 2022
Submitted By: Human Resources
Approved By: Cabinet
Policy Owner: Human Resources
Identification cards will be issued to all regular employees at time of hire. Identification cards may also be issued to the spouse, domestic partner, and eligible dependents of regular employees. Eligible dependents include a natural born child, legally adopted child, or stepchild, unmarried, who is eligible to be claimed as a deduction on the eligible staff member’s income tax return.
Employees and dependents with an appropriate identification card, will be permitted to use the College facilities (e.g. Dow Fitness Center, Library) at times designated for such purposes and attend most special and sports events, although some may have an admission charge.
Replacement identification cards may be obtained through the Information Technology Help Desk located on the main floor of Mudd Learning Center (Monday – Friday, 8:00 AM – 5:00 PM). Employee identification cards may be exchanged at no charge as needed.
The use of an identification card that belongs to someone else for unauthorized access or admittance is prohibited. Doing so may result in disciplinary action up to and including termination
Identification cards are valid only during the term of an individual’s employment with the College. Exception is granted for Emeriti faculty and staff and their spouse/significant other and eligible dependents. Spouse/ Dependent identification cards must be turned in to Human Resources at the time the spouse/dependent no longer needs the card or can no longer be claimed as a deduction on the eligible staff member’s income tax return.
Employee Identification Cards
At the time of hire the Human Resources Office will notify firstname.lastname@example.org of the new hire. After completing the required new hire meeting with Human Resources, the employee will be directed to Help Desk where the identification card will be issued.
Dependent Identification Cards
An eligible employee may request an identification card for their eligible dependent(s) by completing an authorization/ request form from the Human Resources Office. Human Resources must authorize the request. Please allow at least 48 hours from time of request. HR will notify email@example.com of approval. IT will create the dependent account(s), then notify the employee. The dependent(s) may then visit Help Desk (Mudd Learning Center Main Floor), where the identification card(s) will be issued.
Employees shall turn in their identification cards and the identification cards for any dependent(s) at the time their employment terminates.
Primary Impact On: All regular employees