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Sec. 1 Purpose
The purpose of this Policy is to facilitate security screening of personnel entering and working in the U. T. System Administration Building (UTSB).
Sec. 2 Principles
To ensure the safety and security of staff, tenants and visitors at all times while at the UTSB and its associated facilities.
Sec. 3 Policy Statement
3.1 Each employee of The University of Texas System Administration is required to wear an identification badge at all times while present at the UTSB.
3.2 Tenants and their employees, affiliated staff, and contractors are required to wear identification badges while at the UTSB at all times.
3.3 U. T. System contractors and their employees, affiliated staff, and subcontractors are required to wear identification badges at all times while at the U. T. System Administration Building unless the Office of the Director of Police (ODOP) or the U. T. System Office of Capital Projects, Facilities Management (Facilities Manager) is aware of their presence and the individuals wear distinctive company uniforms.
3.4 Visitors to UTSB are required to wear a "Visitor" identification badge while in the facility at all times.
Sec. 4 General Procedures
4.1 The Facilities Manager shall issue employee identification badges with Office of Talent and Innovation serving as support.
4.2 The identification badge must be worn on the person’s clothing at or above the waist level and in such a fashion to be clearly visible at all times.
4.3 The procedures set forth herein are effective at all times, including business access hours from 6:00 a.m. to 7:00 p.m., Monday through Friday. Public entrance to the UTSB shall be opened and secured, respectively, in accordance with normal business hours.
Sec. 5 Employees and Tenants
5.1 Employee identification badges will be imprinted with the employee’s name, their photograph, and the name of their employing department. If an employee’s name changes or the employee transfers to another department, a new employee identification badge must be issued. Employees are responsible for notifying Facilities Management of any changes.
5.2 Tenant badges will be imprinted by U. T. System Facilities Management with the tenant name, employee name and their photograph.
5.3 Employees and tenant staff shall immediately report the loss of an identification badge to the Facilities Manager. Before a replacement badge will be issued, a fee of $10 will be assessed for UT System employees and $30 for tenants. The person must provide proof of payment to the Facilities Manager for issuance of a replacement badge. Proof of payment is obtained by paying the fee online through the Payment Portal.
5.4 When an employee, a tenant, or a tenant’s agents or employees, whom the guard does not recognize, arrives at UTSB without an appropriate identification badge, the guard will assist that person as provided in subparts (a) and (b) below.
a) A person without a badge shall present photo identification to the guard. The guard will check the name against the current employee or tenant roster and, if the identification is verified, the guard will require the person to leave their photo identification before a temporary “Employee/Tenant identification badge can be issued. Temporary “Employee/Tenant” identification badge must be returned at the end of each workday.
If the guard is unable to verify employment or tenancy via the list, the guard will contact the person’s department or office by phone to seek verification. If employment or tenancy is verified, the guard will require the person to leave their photo identification before a temporary “Employee/Tenant” identification badge can be issued. If employment or tenancy cannot be verified, the person will be denied access.
Sec. 6 Contractors and Physical Plant Employees
6.1 Before work begins, the Facilities Manager will obtain the names of all individuals who will be working at the UTSB. The Facilities Manager will issue the appropriate number of “Contractor” badges to the contractor. The contractor or on-site supervisor will be responsible for assuring that each worker is wearing a badge and a distinctive contractor uniform if provided by the contractor. Upon completion of the project, the contractor will return the badges to the Facilities Manager or be assessed a replacement fee of $10 for each badge not returned.
6.2 Individuals working at the UTSB will be required to wear a "Contractor" identification badge or a uniform identifying their company if provided by the contractor. Uniformed U. T. Austin Physical Plant employees will not be required to wear a "Contractor" badge while on the UTSB but will wear their U. T. Austin identification badge.
6.3 Nonuniformed contract employees will be issued a "Contractor" identification badge by the office of the Facilities Manager after providing satisfactory identification and will be required to wear the badge at all times while at the U. T. System Administration Building.
6.4 Workers who are discovered without a badge or uniform will be stopped, identified, and immediately reported to the contractor, on-site supervisor, and Facilities Manager for corrective action.
Sec. 7 Visitors
7.1 When a visitor arrives at the UTSB without an authorized identification badge, he or she will be received by a guard who will offer assistance. The guard shall verify a visitor’s identity by inspection of a form of photograph identification, when applicable. The guard will notify the department or office that the visitor has arrived, then issue the person a “Visitor” identification badge. The “Visitor” shall wait at the guard area for a representative to escort the visitor to the department or office, alternately if time and workload permit, the guard will provide floor access at the department or office request. A department or office representative must escort the visitor back to the guard to return the badge prior to the visitor’s departure.
7.2 A person who is employed at one of the U. T. System institutions and wearing an identification badge issued by his or her institution will be allowed to enter without being issued a "Visitor" badge. The identification badge shall be worn at all times while at the UTSB. The visitor will still need to check in with the guard and wait at the guard area for a representative to escort the visitor to the department, alternatively if time and workload permit, the guard will provide floor access at the department or office request.
7.3 An employee of one of the U. T. System institutions who is not wearing an identification badge issued by his or her institution, will be required to stop at the guard desk, offer identification, leave their identification and obtain a numbered "Visitor" identification badge, which shall be returned when the employee departs the UTSB. Exceptions to this procedure are authorized only for members of the Board of Regents of the U. T. System and presidents of U. T. System institutions.
7.4 Guards will be instructed to contact the Facilities Manager when circumstances occur that require higher-level management resolution.
7.5 If a visitor arrives before 6:30 a.m. and no guard is on duty, the visitor should remain in the lobby area, or outside the building, until the guard assists them and issues the “Visitor” identification badge.
7.6 Sponsors of meetings that will be attended by individuals not employed at U. T. System Administration should notify the guards assigned to the UTSB of the date, time, and location of the meeting. A list of attendees should be submitted to Grp-Guards@utsystem.edu at least 48 hours in advance to permit guard staff to plan accordingly. Attendees may arrive 30 minutes before the start of the meeting for entry after checking in with the guard.