SOP 104.54: Georgia Department of Corrections (GDC) Identification Cards

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|`Functional Area: `
`Support Services/Personnel`|`Reference Number: `
`IVO15-0005`|`Revises Previous`
`Effective Date:`
`09/01/01`|
|`Subject:`
`Georgia Department of`
`Corrections (GDC) Identification`
`Cards`|||
|`Authority:`
`Ryan`|`Effective Date:`
`7/01/03`|`Page``1`` of`
` 11`|

  I. POLICY:

     A. All employees, contractors, and volunteers, who
        regularly conduct business, and who have on-going
        business relationships with the Georgia Department of
        Corrections (GDC) will secure and retain approved
        identification cards.

     B. An employee must visibly wear, while on duty, the
        official identification card issued by the Department.

     C. Individuals with volunteer or contractor status must
        visibly wear, while on GDC premises, the
        identification card appropriate for their type of
        official business with the Department.

  II. APPLICABILITY:

     All full-time and part-time employees in GDC and those
     contractors and volunteers approved by the appropriate
     Appointing Authority.

  III. RELATED DIRECTIVES :

     A. GDC Board Rule 125-2-1.04, Identification

     B. GDC Standard Operating Procedures:

        IV015-0006  Issuance of Police Powers
        Identification  Cards

        IIAO7-0011 Guidelines for Civilian Construction
                 Workers, Consultant and Contract
                 Personnel

        VF01-0001  Local Management of Volunteer
     Services

  IV. DEFINITIONS :

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   Employee
   Identification
   Card:

   Contractor
   Identification
   Card

   Volunteer
   Identification
   Card

The blue card with a magnetic stripe.
When printed, this card will have a
blue-colored header indicating the
"Georgia Department of Corrections" and
the word EMPLOYEE in large print.

The green card with a magnetic stripe.
When printed, this card will have a
green-colored header indicating the
"Georgia Department of Corrections," and
the word CONTRACTOR in large print.

The gold card with magnetic stripe.
When printed, this card will have a
gold-colored header indicating the
"Georgia Department of Corrections," and
the word VOLUNTEER in large print.

   Locator Card: Cards with a blue background and bold
               black letters designating "Locator."
               They do not have a magnetic stripe.

               NOTE: Locator cards are issued to
                    Employees, Volunteers, and
                    Contractors at the discretion of
                    the Appointing Authority, and
                    are presented at front gates of
                    secured facilities for traffic
                    control.

V. ATTACHMENTS:

   Attachment 1- GDC Request for Identification Card Form

   Attachment 2- Report for Missing Identification Card Form

   Attachment 3- Notice of Discontinuation Form

VI. PROCEDURE:

   A. RECEIPT AND STORAGE OF IDENTIFICATION CARDS AT IMAGING
      SITES

      1. Each site must maintain a supply of plain white
         I.D. cards with the magnetic black stripe.

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   2. The personnel representative at the facility/unit
      responsible for I.D. production and/or his/her
      designee will ensure that the cards are stored in
      a secure storage area.

   3. Each facility will maintain a supply of plain
      white cards with no magnetic stripe on back to be
      used for locator cards. While the locator cards
      do not require as high a level of security
      storage measures as the identification cards,
      these locator cards are to be used only for
      authorized personnel employed by or doing
      business with the Department, and must also be
      kept in a secure storage area.

B. ISSUANCE OF IDENTIFICATION CARDS - ALL SITES

   1. Employees (full-time/part-time), volunteers, and
      contractors, must complete a "Request for
      Identification Card" form (see Attachment 1).
      The request must be approved and signed by the
      appropriate Appointing Authority or his/her
      designee for the requestor's
      facility/section/work unit.

      NOTE: Student interns will be issued
            Volunteer identification cards, if
            deemed appropriate by the Appointing
            Authority.

   2. The procedures in SOP’s addressing background
      checks, security clearances, etc. must be
      followed before issuing employee, volunteer, or
      contractor identification cards.

   3. Currently, each State Prison, West Central PDC,
      and Central Personnel Administration (CPA) are
      locations where Identification Cards can be
      produced. Work sites without imaging and printer
      equipment must contact the Personnel Office at an
      approved imaging site to schedule dates and times
      to send employees, volunteers, and/or contractors
      to obtain identification cards.

   4. Staff, volunteer, and contractor identification
      card processing should be scheduled on days other
      than prisoner transfer days. Afternoon scheduling

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   on transfer days is permissible, if approved by
   the Appointing Authority at the imaging site.

5. Employees, volunteers, and contractors must
   surrender all former official picture
   identification cards and any transitional,
   temporary, or imitation cards prior to issuance
   of new cards. Employees, contractors, and
   volunteers who possess unauthorized
   identification cards may be subject to
   disciplinary action.

6. The personnel representatives at all sites must
   verify information supplied or completed by
   employees on the "Request for Identification
   Card" form (Attachment 1), including the
   verification of the Phoenix Employee I.D. numbers
   and Scribe I.D. numbers for Contractors and
   Volunteers. All forms must be properly
   authorized by the employee/
   contractor/volunteer’s Appointing Authority.

7. The personnel representative will escort each
   employee, volunteer, and contractor approved for
   I.D. issuance to the photo I.D. room and produce
   the appropriate card(s) or personally deliver the
   appropriate card(s) to the designated I.D.
   Officer.

8. From the "Request for Identification Card" form,
   the SCRIBE Personnel Imaging I.D. Officer must
   produce the official card only containing exact
   information as to identification card type,
   formal name of individual, Phoenix Employee I.D.
   or SCRIBE I.D. (for contractors and volunteers)
   and Primary Location of assignment (e.g.,
   Facilities Division, Probation Division) as the
   position title. (See the "Processing Activities
   At Imaging Sites" section "G" of this SOP for
   more details.)

   NOTE: As indicated, the job or position title
        field must be the official Division or
        Section of assignment from the Position
        Type drop-down menu in the Edit Personnel
        Profile panel.

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   9. Locator cards are to be issued only to employees,
      contractors, and volunteers who regularly work in
      or visit, for business purposes, secured
      facilities. The "Request for Identification Card"
      form must be checked and approved by management
      at the employee’s work site in order for the
      employee to receive the locator card. Imaging
      sites must not issue a locator card if the
      request form is not properly completed by
      indicating that a locator card is necessary.
      Locator cards are checkpoint cards, and they will
      be presented at the front gate and possibly other
      necessary checkpoints at Department of
      Corrections facilities and secured offices while
      employees, volunteers, and contractors are in the
      buildings conducting departmental business.
      Locator cards must not be hole punched and cannot
      be worn for identification purposes. Local
      Appointing Authorities may issue more than one
      locator card to an individual, if deemed
      necessary.

   10. All original "Request for Identification Card"
      forms must be filed in the local personnel files.
      For those I.D.’s produced in Central Personnel
      Administration, the original form will be scanned
      into the employee’s official personnel file.

   11. Expiration dates for Employee Identification
      Cards ONLY, will be the employee’s birth month
      and day with the year being two (2) years from
      the year of issuance. (FOR EXAMPLE: Employee’s
      birth date is 3/1/60 and the I.D. is being
      produced in the year 2003. Expiration date for
      the Employee Identification Card is 3/1/2005.)
      NOTE: Contractor and Volunteer cards expiration
      dates are twelve (12) months from the date of
      issuance OR the life of the contractual
      agreement, whichever is less.

   12. The strictest security must be maintained at all
      times for the employee, volunteer, and contractor
      cards to avoid unofficial or counterfeit cards.

C. PERSONS AUTHORIZED TO ISSUE IDENTIFICATION CARDS AT
   IMAGING SITES

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   1. Personnel imaging (computer system for producing
      identification cards) for employees, contractors
      and volunteers is the responsibility of personnel
      representatives at each location where
      identification cards can be produced. System
      access to view or produce information within the
      Personnel Imaging I.D. System is limited to those
      individuals that have a current business need to
      access I.D. information. At some locations,
      Offender I.D. Officers are permitted access to
      produce I.D.s with the Personnel Imaging I.D.
      System, with verification of the personnel
      representative at the site.

   2. The personnel representative and his/her designee
      will maintain the inventory of staff
      identification cards. Likewise, the personnel
      representative and his/her designee will be the
      only persons authorized to issue identification
      cards and escort employees to the photo I.D.
      room, except for persons approved by the
      Appointing Authority for unusual situations of
      extended absences of all staff in the personnel
      unit.

   3. The only persons authorized to produce picture
      identification cards for employees, volunteers,
      and contractors are the designated I.D. officers
      in the photo I.D. rooms as approved by the Human
      Resources Division, and the personnel
      representatives at the sites approved for
      identification card production. These named
      individuals are the only staff authorized to
      produce identification cards except in special
      circumstances and as deemed necessary by the
      Appointing Authority at the facility/unit.

D. EMPLOYEE, CONTRACTOR, AND VOLUNTEER TRANSFERS/MOVEMENT
   ALL SITES

   1. The identification cards for employees,
      contractors, and volunteers are designed for
      individuals to carry their cards with them on
      transfer or movement to other sites, as long as
      they are employed and/or conducting business with
      the Department.

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   2. In instances of a secured facility questioning an
      individual pre-screened at another site, the
      Appointing Authorities for all involved sites
      must be alerted to manage the situations and
      decide the course(s) of action.

   3. Appointing Authorities at the receiving sites for
      individuals transferring in must ensure that
      employees, contractors, and/or volunteers possess
      appropriate cards from their former assigned
      sites. New cards will only be necessary if the
      employee, contractor, or volunteer changes
      Divisions (such as Facilities to Probation).

E. TERMINATIONS AND RESIGNATIONS - ALL SITES

   1. All persons issued a photo identification card or
      card with any inscription designating the
      property of the GDC will, in every conceivable
      situation, relinquish or turn in all
      identification cards when business with the GDC
      terminates or ceases. Volunteers and contractors
      must also relinquish identification cards.

   2. Any holder of a GDC identification card who
      cannot relinquish his/her card at the time
      business with the GDC ceases will offer his/her
      driver's license or equivalent identification for
      a photocopy reproduction.

   3. For those individuals who discontinue their
      business with the GDC and who did not relinquish
      their official photo identification cards, the
      facility/unit will complete the "Notice of
      Discontinuation" form (Attachment 3), along with
      a reproduction of the individual’s drivers'
      license or other picture identification, and
      forward copies of the completed "Notice of
      Discontinuation" form to Internal Investigations
      within three (3) business days.

   4. The Internal Investigations coordinator will
      promptly distribute lists of those individuals
      who did not relinquish their official
      identification card to facilities and secured
      offices throughout the state.

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F. LOST/STOLEN IDENTIFICATION CARDS - ALL SITES

   1. Employees, volunteers, and contractors, in
      current status, who report lost or stolen cards
      must complete the "Report for Missing
      Identification Card" form (Attachment 2) as soon
      as the missing card is detected and turn this
      report form into their personnel unit.

   2. The missing card(s) must be reported immediately
      by submitting a copy of the "Report for Missing
      Identification Card" form, and an "Incident
      Report," or a notarized signed statement from the
      cardholder to Internal Investigations. If the
      card is reported stolen, a police report is
      required. The required information on the police
      report must include:

      a. full name;

      b. job title;

      c. social security number;

      d. name of facility, office, or location;

      e. summary of incident.

   3. Employees (full-time and part-time), volunteers,
      and contractors must pay a $5.00 fee (by personal
      check or money order) for replacement of each
      lost/stolen official identification card printed
      using the SCRIBE Personnel Imaging I.D. System.
      If a copy of the police report is provided, the
      fee will be waived.

      NOTE: There is no charge for replacement of
            lost/stolen/damaged Locator Cards.

   4. All fees collected for lost/stolen identification
      cards and the remittance sheets must be sent to
      the facility/center/office business managers no
      later than the end of the month in which the fees
      are collected. The business managers will be
      responsible for forwarding, in a timely manner,
      the fees and proper revenue documents (i.e.,
      money orders) to Central Office
      Accounting/Payroll Services.

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   5. New identification cards will be issued in
      accordance with regular procedures.

G. PROCESSING ACTIVITIES AT IMAGING SITES

   1. Identification cards cannot be produced for newly
      hired employees until the employee has been
      entered into the PeopleSoft system. SCRIBE
      Personnel Imaging is updated nightly with
      employee information, directly from PeopleSoft.
      Field personnel offices should prioritize new
      hire packages and forward them to CPA as soon as
      possible. Personnel Technicians in CPA will also
      make new hires a priority and enter them
      promptly. New employees may be required to work
      a number of days before an I.D. is issued. The
      individual may be required to use another form of
      picture identification (e.g., Driver’s license)
      when entering Corrections facilities during this
      interim period.

   2. Contractor information must be entered into the
      SCRIBE Personnel Imaging System by the Office of
      Information Technology (OIT), Application and
      Security Administration group. To request the
      addition of a CONTRACTOR, personnel
      representatives are to submit a request via E      mail to GroupWise ID: ID_REQUEST.  The subject
      line of the e-mail must read: SCRIBE-IMAGING and
      the following information must be included:

- `Individual’s First, Middle, Last Name`

- `Social Security Number`

- `Birth Date (Month, Day, Year)`

- `Personnel Type -` `Contractor`

- `Original Start Date`

- `Primary Location`

      All information is REQUIRED.  Requests that do
      not include the required information will be
      returned, resulting in a delay in processing.
      Requests should be processed and completed within

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   24 hours except on occasion when there are
   unforeseen circumstances. Personnel
   Representatives should check the imaging system
   periodically until the individual is available in
   the system.

3. To request the addition of a VOLUNTEER, Personnel
   Representatives are to submit a request to A.J.
   Sabree (via e-mail: sabrea00 [Sabree, A.J.] ),
   Chaplaincy Services, Central Office, to include
   the following information:

- `Individual’s First, Middle, Last Name`

- `Social Security Number`

- `Birth date (Month, Day, Year)`

- `Personnel Type -` `Volunteer`

- `Function -` `Associate, Chaplain, Intern, or`

     Mentor

- `Original Start Date`

- `Primary Location`

   Upon approval, Chaplaincy Services will forward
   the request to OIT Application and Security
   group. Chaplaincy Services will notify requester
   (Personnel Representative) of any disapproval.
   All requests should be processed within 48 hours.
   The OIT Security Group will not notify
   originators that a request was processed.
   Personnel Representatives should check the
   imaging system periodically until the individual
   is available in the system. On occasion, due to
   unforeseen circumstances, the process time may be
   longer than 48 hours.

  NOTE: For non-I.D. sites, it will be the
        responsibility of the originating site to
        submit the request for the addition of
        Contractors or Volunteers. The site
        should wait a few days and coordinate with
        the imaging site to ensure the record has
        been added to the system.

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4. Personnel Imaging users should ensure that all
   information in the system is correct and that
   pictures are current and active. Pictures should
   be clear distinguishable head shots. Users do not
   have the ability to delete pictures and will need
   to notify Central Personnel (via e-mail: per   centper [Personnel, Central Personnel Admin] ) in
   the event that an individual’s record has
   incorrect information or pictures, specifically,
   if a picture is of the wrong individual.

5. All I.D. cards that are flawed or damaged in the
   production or printing process must be destroyed
   or cut into pieces and discarded appropriately.
   Likewise, all cards that are inactive through
   employment changes must also be cut into pieces
   and discarded appropriately. Voided and expired
   locator cards are to be cut into pieces and
   discarded appropriately.

6. All forms necessary for the SCRIBE Personnel
   Imaging system must be filed in the local
   personnel files as documentation for card
   tracking and security. For identification card
   requests from walk-ins (i.e., staff, volunteers,
   and contractors who do not work in the actual
   site approved for I.D. production), the procedure
   is as follows:

- `complete the appropriate form(s);`

- `photocopy the completed form(s);`

- `return the original completed form(s) to the`

     card holders, and;

- `retain the photocopies of the form(s) in a file`

     for walk-ins for record-keeping purposes.

7. All I.D. cards that are turned in to personnel
   offices for new issuance or employment changes
   must be destroyed or cut into pieces and
   discarded appropriately by the personnel
   representatives at the sites approved for
   employee identification production. Individuals
   who are in possession of unauthorized

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         identification cards, after being issued new
         cards, will be subject to disciplinary action.

      8. Card inventories must be maintained to ensure
         that the personnel offices at the approved
         imaging sites do not exhaust their supplies. It
         is recommended that personnel offices at the
         approved employee identification imaging sites
         set up regular purchase orders for media cards,
         printer ribbons, I.D. cards with the magnetic
         stripe and the plain, white cards (10 mil.
         thickness) for Locator cards. Requisitioning and
         purchasing of cards and printer ribbons are
         responsibilities of the facilities, sections or
         units approved for identification card
         production.

VII. RETENTION SCHEDULE:

   A. Attachment 1: Request for Identification Card form

      Retain permanently in local personnel file. Imaging
      sites should retain a copy for two (2) years for any
      employee from a non-imaging site. Retained permanently
      in official personnel file if I.D. is produced in
      Central Personnel Administration.

   B. Attachment 2: Report for Missing Identification Card
      form

      Retain permanently in local personnel file. Copy
      retained for one (1) year in Internal Investigations
      Section.

   C. Attachment 3: Notice of Discontinuation form

      Retain permanently in local personnel file. Copy
      retained for one (1) year in Internal Investigations
      Section.