Purpose:
The GBC Staff Card will identify the holder as an employee of George Brown College in order to facilitate the safety and security of staff and college property and to improve access to college services. [See Appendix 1 for list of services at rollout.]
Policy:
All existing full-time college employees, including probationary, and full-time administrative staff on contract, will be eligible to receive a Staff Card. Newly hired full-time employees will be eligible to receive a Staff Card upon their appointment to staff.
The Staff Card is the property of George Brown College and, as with other college property, must be returned to the College upon separation.
Full-time employees may be expected to show their Staff Card when accessing college facilities and services.
Full-time employees may be expected to present their Staff Card to Security Personnel when accessing college buildings and facilities after hours.
Procedure:
As an extension of its responsibility for Student Photo-ID, the Educational Resources Department will be responsible for the Staff ID policy and the production/issuance of Staff Cards through the Photo-ID Card Help Desk in the Campus Library Learning Commons. Employees of the College who are located in the Sally Horsfall-Eaton Centre on the Campus of Ryerson University will continue to use their George Brown College/Ryerson University Staff One-Card.
A Staff ID database will be managed by Educational Resources and maintained by Information Technology Systems in the ITS Data Centre.
ITS will have responsibility for the development and maintenance of the necessary interface programming with BANNER and will be responsible for the implementation and management of an Identity Management system for the college.
Human Resources will be responsible for the employee data that will be used to populate the Staff ID database and will arrange for a monthly upload of current employee data into the Staff ID database. This upload will reflect all new staff hires and terminations.
The Staff ID system will be programmed to automatically expire all employee ID's on July 31st. The July 31st active employee upload will reactivate Staff ID for active employees only.
Upon appointment to full-time staff and upon separation, the employee's manager will complete the online form on INSITE authorizing the issuance of or requesting cancellation of the employee's Staff Card.
The issuance of an initial card will have a 31 day expiry period, pending confirmation of status through HR's monthly BANNER upload.
Upon separation, the employee's manager will collect the Staff Card, along with keys and other college property. The manager will send the Staff Card to Educational Resources for destruction pursuant to the regulations under F.I.P.P.A.
The content on the front of the card will be as follows:
Employee Photograph
Employee Name [First name, including 'preferred' name in brackets under certain circumstances, will appear in larger font and Last name in smaller font]
Hologram
The content of the reverse of the card will be pre-printed and will include:
Magnetic Stripe onto which the barcode number is encoded.
Barcode & Number.
Reference to Website re: policies governing use
Only the first and last name as they appear on the HR Employee system will be used on the face of the Staff Card. Employees who wish to have their "preferred" name, or the name by which they are known printed on their Staff Card may request that it appear on the card in brackets after their legal name provided that the HR database is similarly updated.
To maintain confidentiality, end-user inquiries to the Staff Card database will be limited to: Employee Photograph, Name, 'Preferred Name[s]' per HR, Department, Division, Primary Campus, Secondary Campus, Employee Group, Status [Active/Terminated/On Leave], Effective Date, Supervisor Name, and Bar Code Number.
For reasons of maintaining an inventory of uses and for purposes of explaining the limitations of the card, the Director, Educational Resources should be consulted on all new planned uses of the Staff Card.
Each employee will be responsible for the proper care, safekeeping, and use of his/her Staff Card. Departments may be assessed the cost of card replacement for reasons other than normal wear and tear.
Employees should immediately report the loss of their Staff Card to the Campus Photo-ID Help Desk in their Campus Library Learning Commons.
Card Design
Appendix 1 - Approved Uses of the Staff Card
General College Identification
Building Access through Security - noting that only Full-Time Staff are issued cards
Library Borrower Card - noting that only Full-Time Staff are issued Staff Cards; part-time staff will continue to use the Library's generic borrower card.