This Department Order authorizes the issuance of identification cards for all employees, including volunteers and contract staff. Badges and business cards shall be only issued to designated employees. Identification cards and badges are state property and are only to be used for official duty related identification.

This Department Order is applicable to all Department Employees and to all vendors and volunteers who service the Department and contract beds. Contract Beds employees, including uniformed staff, executive staff and non-uniformed employees, shall adhere to this Department Order for identification cards and badges.

1.1    Administrative Responsibilities

1.1.1    The Human Services Administrator or designee shall ensure that blank staff identification (ID) cards are printed and distributed in the following colors and descriptions:

1.1.1.1    A multi-colored Arizona Flag motif for Department Employees.

1.1.1.1.1    Magnetic stripped ID cards for Department employees assigned to Central Office Complex Buildings.

1.1.1.1.2    Non-magnetic stripped ID cards for Department employees at other locations and temporary/clerical pool employees.

1.1.1.2    White for volunteers and contractor staff.

1.1.2    The Human Services Administrator or designee shall issue and replace ID cards for the following staff:

1.1.2.1    Executive Staff

1.1.2.2    Wardens

1.1.2.3    Deputy Wardens

1.1.2.4    Associate Deputy Wardens

1.1.2.5    Investigators

1.1.2.6    Employees with "Peace Officer" authority

1.1.2.7    Employees assigned to Central Office

1.1.2.8    Community Corrections Officers

1.1.2.9    Volunteers processed at Central Office.

1.1.2.10    Contract staff members processed at Central Office.

1.1.3    The Human Services Administrator or designee shall maintain:

1.1.3.1    Supplies of blank staff ID cards in a secure area.

1.1.3.2    Records of ID cards issued to the issuing authorities.

1.1.3.3    A central file of all staff ID cards issued by the Department.

1.1.4    The Wardens or designee shall process staff ID cards for new employees and issue replacement ID cards and maintain the Record of ID Card Issue, Form 515-1, for all ID cards issued to the following staff members assigned to their institution:

1.1.4.1    Administrative, Correctional Series, and Health Services staff.

1.1.4.2    Volunteers and Contract staff not processed at Central Office.

1.2    Issuing Authorities shall:

1.2.1    Issue ID cards to volunteers and contract staff annually with an expiration date one year from the date of background clearance.

1.2.2    Issue ID cards that contain complete information.

1.2.3    Investigate situations involving the misuse of ID cards as outlined in Department Order #601, Administrative Investigations.

1.2.4    Maintain a record of all ID cards reported lost or stolen.

1.2.5    Indicate staff classification/title on the front of all ID cards.

1.2.6    Ensure employees who are requesting 24 hour access to Department buildings complete the ID Card and Coding Request, Form 515-5. The employee shall submit the request through their chain of command for approval by the Director, Deputy Director or Division Director. Positions not requiring pre-approved access are as follows:

1.2.6.1    Director

1.2.6.2    Deputy Director

1.2.6.3    Division Director

1.2.6.4    Regional Operations Director

1.2.6.5    Information Technology Specialist III

1.2.6.6    Special Investigator

1.2.6.7    Investigator III

1.2.6.8    General Counsel

1.2.8    Maintain a Record of ID Card Issue, and forward a copy of each completed record and the outdated ID cards, if available, to the Human Services Administrator or designee.

1.3    Employee Responsibilities - Employees shall:

1.3.1    If non-uniformed, wear their ID card in a visible location while on duty. Non-uniformed staff shall not display/expose Department identification cards when not on duty.

1.3.3    Request a new ID card when there is a significant change in personal appearance.

1.3.4    Surrender the old ID card to the issuing authority when a replacement card is issued or upon termination of employment.

1.3.5    Surrender an ID card that was reported lost but subsequently found after a replacement card was issued.

1.3.6    Retain their ID card when transferred.

1.3.7    Not puncture, bend or in any way deface the ID card, such as attaching Service Pens, Award Pens to their ID card.

1.4    Replacement of ID Cards

1.4.1    The employee shall:

1.4.1.1    Request a replacement ID card by completing an Information Report (IR) describing circumstances for the lost, damaged or stolen ID card.

1.4.1.2    Submit the IR to the immediate supervisor. The supervisor shall forward the IR to the issuing authority.

1.4.2    The issuing authority shall:

1.4.2.1    Notify the employee that they will have to reimburse the Department for the cost of the replacement ID card when an ID card is lost, damaged or stolen as a result of the employee's negligence. Employees shall not be charged when damage to an ID card is the result of normal wear.

1.4.2.2    When appropriate, collect the reimbursement fee from the employee.

1.4.2.3    Request the employee to complete a new ID Card & Encoding Request Form, and sign and date an IR acknowledging the receipt of the replacement card prior to releasing the replacement card to the employee.

1.4.2.4    Forward a copy of both forms to the Human Services Administrator. The monies collected shall be forwarded to the appropriate business office.

1.4.3    The Business Office/Central Office Accounting shall prepare a deposit with the State Treasurer, Form TC-55, to have the monies deposited into the general fund.

1.5    Retirement ID Cards

1.5.1    Employees who are approaching retirement my request that their ID card be retired from services and issued them upon their retirement. A written request shall be submitted through their chain of command to the Human Services Administrator or designee 60 days prior to the effective date of retirement. Human Services shall prepare the retired ID card and forward it to the employee through the appropriate Personnel Liaison.

1.5.2    Upon request, the Human Services Administrator, or designee shall coordinate the issuance of a distinctive photographic ID card to retiring employees who are certified peace officers.

1.1    The Correctional Officer Training Academy (COTA) Commander or designee shall:

1.1.1    Purchase all Correctional Officer badges in accordance with established procurement guidelines.

1.1.2    Maintain records regarding the number of badges ordered, on hand, received, forwarded to each institution/unit, lost, damaged or stolen.

1.1.3    As badges are assigned to employees, notify the Human Services Administrator or designee, in writing, of the employee's name and work location.

1.1.4    Provide a quarterly report to the Human Services Administrator or designee that reconciles and account for the number of badges on hand, ordered, received, forwarded, lost, damaged or stolen.

1.2    The Community Corrections Regional Operation Director or designee shall:

1.2.1    Purchase all Community Corrections Officer badges in accordance with established procurement guidelines. Badges shall be the official design adopted by the Department.

1.2.2    Maintain records regarding the number of Community Corrections Officer badges ordered, on hand, received, assigned to employees, lost, damaged or stolen.

1.2.3    As badges are assigned to employees, notify the Human Services Administrator or designee, in writing, of the employee's name and work location.

1.2.4    Provide a quarterly report to the Human Services Administrator or designee that reconciles and accounts for the number of badges on hand, ordered, received, assigned to employees, lost, damaged or stolen.

1.3    The Human Services Administrator or designee shall:

1.3.1    Purchase all other employee badges in accordance with established procurement guidelines.

1.3.2    Maintain records regarding the number of badges ordered, on hand and badge transfers by institution/unit.

1.3.3    Maintain records of all employee badges. Badges shall be listed in alphabetical listing by employee's name and work location.

1.3.4    Maintain records of all employee badges that are reissued from one employee to another.

1.4    Each Warden and Deputy Warden shall designate a staff member authorized to:

1.4.1    Order badges as appropriate from the Human Services Administrator or designee or the COTA Commander, and issue badges as necessary.

1.4.2    Maintain records regarding the number of badges on hand, ordered, received, assigned to employees, lost, damaged or stolen.

1.4.3    As badges are assigned to employees, notify the Human Services Administrator or designee, in writing, of the employee's name and work location.

1.5    Employees who lose or damage a badge shall submit an IR, to their supervisor, explaining the circumstances surrounding the loss or damage. Supervisors shall forward the report through the chain of command to the Human Services Administrator or designee.

1.5.1    Employees who lose or damage a badge through negligence shall be required by the issuing authority to purchase a new badge or pay the repair cost. Money collected shall be forwarded to the appropriate Business Office.

1.5.2    The Business Office shall deposit the money into the general fund.

1.5.3    Employees shall be issued a new badge at no cost if they receive a defective badge; if their badge was damaged in an incident in which they were not negligent; or if their badge is old and worn-out as a result of normal wear.

1.5.3.1    Defective badges - Newly-issued badges that have an error or imperfection but are not damaged, shall be returned to the Human Services Administrator or designee, or COTA Commander, as appropriate who shall provide replacement badges and return the defective badges to the manufacturer or representative.

1.5.3.2    Damaged and worn-out badges - Shall be forwarded to the Human Services Administrator or designee who shall provide replacement badges, record the badge numbers and arrange for appropriate destruction of the badge.

1.6    Employees who have been issued badges shall retain their badge until such time as they terminate employment with the Department.

1.6.1    Employees who are placed on long-term leave may be asked to surrender their badge until they return to work.

1.6.2    Employees who terminate employment with the Department shall return their badge to the designated staff member in accordance with Department Order #304, Equipment and Inventory System.

1.7    Employees who are approaching retirement may request that their badge be issued to them and retired from service, by submitting a written request to the Warden. If the Warden approves the request, it shall be forwarded to the Human Services Administrator or designee to be processed in accordance with the Department of Administration surplus guidelines.

1.7.1    Retired employees have 10 years from the date of retirement to request to purchase their badge(s).

1.8    If an employee dies, the deceased employee's badge shall be offered to the next-of-kin. If accepted, the badge shall be mounted on a wooden plaque, at the Department's expense, and presented.

515.03    EMPLOYEE BUSINESS CARDS - Business cards shall be provided to Executive staff, Division Directors, Regional Operations Directors, Regional Health Administrators, Wardens, Deputy Wardens, Administrators and employees whose job responsibilities involve a large amount of public or community contact.

1.1    All business cards shall be ordered from Arizona Correctional Industries.

1.2    Executive staff, Division Directors, Regional Operations Directors, Regional Health Administrators, Wardens, Deputy Wardens, and Administrators shall receive business cards when appointed to their position. Business cards shall be printed on 80# standard white line cardstock with raised lettering. The text on all cards shall be printed in black ink. (See Attachment A.) The approved Department logo shall be gold colored on all cards.

1.2.1    The Director, Deputy Director, Division Directors, Regional Operations Directors, Regional Health Administrators, and Wardens, are authorized business cards with the Department logo in gold foil.

1.2.2    The Department logo for all other business cards shall be in gold print, unless otherwise authorized by the Director.

1.3    Department personnel who are not specifically authorized business cards shall request authorization from their approving authority. Business cards may be authorized for employees whose job responsibilities involve a large amount of public, community or external business contact.

1.3.1    The specifications shall be the same as indicated in section 515.03,1.2.

STAFF ID CARD - A laminated identification card that contains the following information: on the front of the card, the individual's name, photograph and the Department's name and logo; on the back of the card, the Director's signature and the individual's date of birth, and physical description.

REPLACEMENT ID CARD - An ID card issued by issuing authorities when employees undergo significant changes in appearance, change their name or report their ID card lost or stolen. Replacement ID cards are also issued when an ID card format or color is changed and the Director determines that existing ID cards should be replaced.