Regulation 4215.

8
Human Resources
Business Services
Effective 01-02-18

HUMAN RESOURCES
Duties, Responsibilities, and Rights of Employees
Identification Badges

This regulation supersedes Regulation 4215.7.

I. PURPOSE

To establish guidelines and procedures governing the issuance and display of photo­
identification badges by designated employees and the use of a visitor pass system in all
schools and special education centers.

II. SUMMARY OF CHANGES SINCE LAST PUBLICATION

Section IV.D. adds mandatory use of automated Visitor Management System (VMS)
and clarifies language.

Ill. PHOTO-IDENTIFICATION BADGES

A. Designated Employees

Every person hired and paid by Fairfax County Public Schools (FCPS) will receive
an identification badge. Individuals hired for temporary substitute assignments shall
display the substitute badge issued by the schools. An employee who works in or
visits any FCPS facility in the course of business is required to wear a readily visible
assigned identification badge.

B. Issuance of Identification Badges

The Department of Human Resources is responsible for preparing and issuing

badges to all new employees.

C. Monitoring and Control of Badges

The Department of Human Resources will maintain an up-to-date master list of

personnel to whom identification badges have been issued.

When an employee resigns, retires, or otherwise terminates employment with

the school system, the employee is responsible for surrendering the identification
badge to the program manager of the office or to the principal of the school to
which he or she was assigned. Upon receipt of a surrendered badge, the program
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Page 2

manager or principal shall forward the badge to the Department of Human

Resources for destruction. The program manager or principal shall pursue
collection of the identification badge in cases in which an employee terminates
without surrendering the identification badge. The program manager or principal
shall provide the Department of Human Resources with the names of employees
who have failed to surrender their identification badges.

If a badge is lost, the employee to whom it is assigned shall report the loss
immediately to their facility administrator and the Department of Human Resources.
Schools and/or centers with electronic door access must remove the lost badge
from their database management system as soon as possible and program the
replacement badge for employee access. An administrative fee to cover the badge
replacement cost may be charged to the employee. Until a replacement badge is
issued, the employee will sign-in and secure a visitor's badge upon entering a school
facility.

IV. VISITOR BADGES

A. Employee Responsibility

An employee who visits a school or special education center while conducting

business during the hours students are present shall check-in a t the main office
and make staff aware of their presence. The employee shall wear his or her
FCPS issued photo-identification badge or a visitor badge during visits to the
school.

B. Volunteers and Other Visitors

Volunteers (including club and activity sponsors and nonpaid coaches) and other
visitors who enter a school or special education center during the hours students are
present shall comply with the school's visitor badge procedures by identifying
themselves and wearing visitor badges during the time they are present in the
school. Wearing visitors' badges shall not apply to public safety officials in uniform
or displaying their badge of authority.

C. Substitute

Substitute badges have been issued to each school for the purpose of temporary
substitute assignments. The Department of Human Resources w i l l i s s u e
a d d i t i o n a l o r n e w badges at the request of the program manager. An
administrative fee to cover the badge replacement cost may be charged to the
school.

D. School Responsibility

1. Each school and special education center shall inform staff of the visitor
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badge requirements.

2. Visitors must report to the main office. Signs approved by the Office of Safety
and Security shall be posted on all exterior doors in a conspicuous manner.

3. Visitors and nonrenovation contractors must show photo identification and

sign-in at the main office using the designated system, manual or automated.

4. Visitors are required to use the automated Visitor Management System (VMS)
in the main office. Notification signs shall be posted at the main entrance.

5. Only automated V isitor M anagement Systems ( V M S ) approved by FCPS

may be utilized. All installations must be coordinated through the Office of
Safety and Security.

6. Visitors and nonrenovation contractors will be issued a school identification

badge and display it in a conspicuous manner while on FCPS property.

7. Visitors and nonrenovation contractors must exit the school and/or center at
the main entrance and return identification badges prior to leaving the main
office. The school is responsible for retrieving the badge when the visitor
departs and for periodically checking the badge inventory to determine if any
badges are missing.

8. Staff observing individuals without identification badges will politely direct that
person to report to the main office.

9. Individuals failing to comply will result in access to the school and/or center
being denied and may also be reported to an administrator for action and, if
necessary, to the police and may be subject to prosecution for trespassing.

10. Special provisions for large events and unique occasions are allowed at the
discretion of the administrator in charge. These provisions may include not
requiring all visitors to wear an identification badge.

11. An adequate supply of visitor badges, obtained from the Department of

Human Resources, will be maintained by each school. Visitor badges must
contain the word visitor and may be numbered for control purposes. The
name of the school and the school year should also be included.

12. Visitor badges should be of durable material, preferably laminated cards,

and be constructed so that they can be securely fastened to the visitor's
clothing or worn on a neck chain. Visitor sticker type badges, supplied by
the school, may also be used.

13. A designated employee at each school will be responsible for maintaining a

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log to record visitor entries and badge issuances. Schools must designate an
employee to be responsible for maintaining the automated visitor
management system and the integrity of the sign-in process. Any manual log
will include the visitor's name, date and time of entry, destination, and time of
exit.

FAIRFAX COUNTY PUBLIC SCHOOLS