Administrative Policies - Policy 0023

State of Vermont
Agency of Administration
Department of Buildings & General Services

Policy 0023

Title: The State of Vermont official State Employee Identification Card
Date of Issue: January 9, 2008
Supersedes: Policy dated September 12, 2002

APPLICABILITY

State Identification Cards for Full-time Employees, Part-time employees, members of boards, commissions and contractors shall be worn at all times while inside a state office building.
All State Identification Cards must be obtained through the Department of Buildings and General Services, Division of State Security. (Exception: Department of Public Safety)

AUTHORITY

Title 29 V.S.A. Chapter 5A.

PURPOSE

A system of identification is one part of a credible public facility security system. This policy is meant to provide direction and clarification on the issuance and handling of State Employee Identification Card which may serve a dual function of allowing access to buildings or areas that are equipped with a card reader system.

DEFINITIONS

Commissioner: Commissioner of the Department of Buildings and General Services

Cardholder: Employees, contractors, volunteers, members of boards and commissions or visitors.

Employee: All classified employees, as well as exempt, appointed, and temporary employees within the Executive Branch of the State of Vermont.

Application for State Identification Cards:

The Applicant must complete a State Identification Card Request Form. Forms are available on-line on the Security's Forms and Publications Webpage.  Once the form has been completed by the applicant email the form to the applicant’s Appointing Authority. Once approved and electronically signed by the Appointing Authority the completed form shall be submitted electronically to the Division of State Security by clicking on the “Submit by Email” button at the top of web page (prior to your appointment). Following your submission please contact the Security office at 828-6974 to schedule your appointment.

The Identification Card will:

Include a photograph of the Cardholder, the Cardholder's department or other affiliation with the State, the signature of the Cardholder, and a identification symbol designated by the Commissioner (e.g. V for visitor, C for a 30-day contractor) and may include at the discretion of the Commissioner, the Cardholder's department or other affiliation with the State, a photograph of the Cardholder and the signature of the Cardholder, and on the back of the card employee or other identification number, and the authorizing signature of the Commissioner.

State Identification Cards for volunteers, contractors and visitors shall bear, at a minimum: The signature of the Commissioner and, at the discretion of the Commissioner, the cardholder's name and an identification number.

Access Authorization

The State of Vermont has implemented a card access system allowing access to state facilities. The State Identification Card will serve the dual function of allowing access to designated areas of state facilities through a card reader system.

Access is decided by your Director, Facilitator, or Department Supervisor and authorized by the appointed authority or authorized designee. Additional access can be granted after the card has been issued when your supervisor submits another badge request form requesting the additional access. The cardholder does not have to come get a new picture as the authorizations are added electronically.

The Appointing Authority is Agency Secretary, Department Commissioner, Board Chairperson, Council Chairperson and/or his/her designee. Designee must be appointed in writing and provided to the BGS Office of State Security Programs.

Processing of Photographs and Signatures

The applicant shall make arrangements with the Office of State Security Programs for photographing for the State Identification Card that has been requested and approved by the Commissioner. The applicant may be required to travel to certain sites to be photographed for State Identification Cards.

Delivery and Recordkeeping

Once a State Identification Card has been produced by the Division of State Security, the Card will be delivered to the Applicant. A copy of the processed and signed State Identification Card Request Form remains on file at the Office of State Security Programs and one copy is returned to the Appointing Authority to be filed in applicants personnel file.

Costs

Cost for the initial issuance of a State Identification Card will be waived.
Should a Cardholder lose, or fail to return his or her card in circumstances described below, the replacement or deactivation cost shall be $10.00 payable by the Cardholder.

Return or Deactivation of Cards

The Commissioner reserves the right to deactivate any or all State Identification Cards at any time in the interest of workplace security or public safety.
Visitors shall return identification cards prior to leaving a state facility.
The Appointing Authority and/or designee shall immediately notify the Division of State Security when one of the following circumstances occurs:

Any Cardholder:  Any threatened act or act of violence that reasonably poses an imminent risk to the safety of state employees or the public,
State Employees:  Separation of employment
Board/Commissioner Members:  Completion, resignation, withdrawal or termination of services
Contractors:  Completion, termination, or expiration of the contract
Volunteers:  Completion or termination of volunteer services

Cards shall be immediately returned to the Office of State Security Programs by the Cardholder’s department/organization under any of the above circumstances. Cards that do not automatically expire shall be deactivated by the Office of State Security Programs upon any of these circumstances, whether or not a Cardholder returns his or her card.

Department Approval:  Gerald J. Myers , Commissioner

Agency Approval Required:  Michael K. Smith, Secretary

 

Contact Information

Commissioner's Office

2 Governor Aiken Avenue
Montpelier, Vermont 05633-5801
(802) 828-3314 

24/7 Statewide Security Phone Number
(802) 828-0777

24/7 Statewide Security Pager
(802) 240-0068