UNITED

NATIONS ST
IC/Geneva/4461
Secretariat 15 December 1998

Distribution:
1 copy per staff member

INFORMATION CIRCULAR

Subject: UNOG Identification Cards

I. Introduction

1. The purpose of this circular is to introduce the rules, requirements and

procedures for the issuance of UNOG identification cards in a new format. The
present circular replaces circulars IC/Geneva/2382 dated 6 September 1977 and
IC/Geneva/3024 dated 30 June 1983.

2. It will be recalled that conditions and regulations regarding access to and

within UNOG premises are described in IC/Geneva/4261 of 11 November 1996. In the
framework of efforts to enhance access procedures at the Palais des Nations and its
annexes, and in order to implement a more efficient identification process and
system, the UNOG identification cards currently in use will be progressively
replaced by cards in a new format.

3. Persons who have requested the issuance, replacement or renewal of UNOG

identification cards, in accordance with the requirements, within the last 10
months, will already have received a card in the new format. However, systematic
replacement of the cards in the “old” format will commence on 4 January 1999 as
detailed in Section III of this circular. Identification cards in the old format
will become invalid as of 1 July 1999.

II. Issue of UNOG Identification Cards - Rules and Requirements

1. Authority: UNOG identification cards are issued by the Identification Unit

of the Security and Safety Section upon request by the competent authority as
indicated below:

GE.98-04502
 IC/Geneva/4461
Page 2

Category Requesting Authority

UNOG staff members and persons with
other contractual status* with UNOG
Persons authorized access by other
organizations served by UNOG
Security Section
Members of Permanent Missions
Conference Participants
Members of accredited media
Designated Administrative Assistants of
the Department/Division or Office
concerned
Designated official of the organization
concerned
Protocol and Liaison service
Conference Secretariat concerned
Information Service

Members of accredited NGOs NGO Liaison Office

Library users Designated Library Officials

External enterprises Section concerned - Purchases and

Transportation Section or Building and
Engineering Section

Interns Designated Administrative Assistant of

Section concerned

Affiliates - Courtesy categories :

Retired staff Personnel Service/Joint Staff Pension Fund

Retired Press Information Service

Staff family members Same Administrative Assistants as for

staff member concerned
Club members (& others)
Chief of Security

3. Requirements for issue, renewal or replacement : All requests for a UNOG

identification card must be approved by the appropriate authority as indicated
above, and be accompanied by the documents described in Annex 1. of the present
circular. In addition, in the case of renewal, expired cards must be exchanged for
the new card; in the case of replacement necessitated by loss/theft, a written
statement on the incident must also be submitted.

4. Duration of Validity: The duration of the validity of UNOG identification

cards varies according to the conditions defined in Annex 1, but may not, in any
case, exceed a period of five (5) years.

* Persons on short-term, temporary contracts and Special Services Agreements,

Consultants and Experts
 IC/Geneva/4458
Page 3

5. Usage: UNOG identification cards are the property of the United Nations and
must be surrendered or displayed to UNOG Security personnel on demand. They may
not be used by any persons other than the individual to whom they have been issued.
Holders of UNOG identification cards are required to wear their cards in a clearly
visible manner at UNOG entry points and at all times while on UNOG premises. Any
abuse or misuse of UNOG identification cards will be reported to the Division of
Administration. Where misuse or abuse is confirmed, identification cards may be
immediately confiscated by Security.

6 Loss or Theft: Loss or theft of UNOG identification cards must be

immediately reported in writing to the Security and Safety Section.

7. Cessation of assignment or of other condition authorizing access: UNOG

identification card holders are requested to return their passes to the Security
Identification Unit or to any Security post upon termination of conditions
authorizing access to the premises concerned.

8. Location of the Identification Unit and Office Hours: The Security

Identification Unit is located at the Villa les Feuillantines, 13 Avenue de la
Paix, outside of the Palais des Nations. The Identification Unit is open from
8 a.m. to 5 p.m., Monday through Friday, except on official holidays. Staff
members and other authorized persons should bear in mind that the issue of
conference accreditation cards usually takes place during the morning period; a
longer wait may be avoided by visiting the unit during the afternoon.

III. Replacement of UNOG identification cards in the “old” format

1. As of 4 January 1999, the Security Identification Unit will commence

systematic replacement of identification cards in the old format. As of 1 July
1999, these identification cards will no longer be valid. Beyond this date, all
cards in the old format will be collected by Security Officers at check points, and
unless other valid identification document as described by IC/Geneva/4261, Annex 1,
can be presented, access will be denied.

2. Replacement in person: The requirements for replacement of cards in person

are as described in Annex 1 of the present circular. Replacement will be done in
alphabetical order according to last name,except for those individuals mentioned in
paragraph 4 below. The time periods in which the Identification Unit will issue
identification cards will be announced via the cc:Mail bulletin board entitled
“SECURITY_INFO”. Persons will not be called individually to come to the
Identification Unit for replacement of their identification cards. Staff members
who do not have access to cc:Mail are requested to consult their Administrative
Assistants.

3. Replacement via internal mail: Identification cards in the new format may
also be obtained by internal mail. Persons requesting this service should request
Administrative Assistants to forward Form “A”, (attached as Annex II)duly
completed, stamped and signed by the Administrative Assistant or designated
authority together with one (1) recent photograph with the staff member’s name
clearly printed on the back of the photograph to the Identification Unit. The
forms will then be processed according to the time schedule established for the
replacement of identification cards in alphabetical order by last name. Staff
 IC/Geneva/4461
Page 4

members will be informed via cc:mail or telephone when their new cards may be
collected in exchange for the cards currently held.

4. Individuals whose identification cards will expire before the time period
designated for the replacement of their card should take the necessary steps to
have their cards replaced before the expiration date.

Maryan Baquerot
Director
Division of Administration
 IC/Geneva/4458
Page 5

ANNEX 1
Card Category Requirements for issue/replacement Duration of validity

UNOG Staff members 1.Proof of contractual status i.e data held on person concerned in IMIS database or Form Valid until end of last working
and persons with “A” duly completed, stamped and signed by Administrative Assistant, or request sent via day indicated by the contract***
other contractual INTRANET by Administrative Assistant
status** with UNOG 2. Current UNOG identification card or valid photograph-bearing identification

Persons authorized 1. Form “A”, duly completed, stamped and signed by designated authority Valid until the end of last
access by other 2. Current UNOG identification card or valid photograph-bearing identification working day indicated by the
organizations served contract
by the UNOG Security
Section

Members of Permanent 1. Written authorization from the Protocol and Liaison Service Valid until the end of the last
Missions 2. Current UNOG identification card or valid photograph-bearing identification working day as defined in the
letter of accreditation of the
mission concerned

Conference 1. Accreditation by the Conference Secretariat concerned**** Valid until the last working day
Participants 2. Valid photograph-bearing identification of the conference/meeting unless
otherwise specified by Secretariat

Members of 1. Proof of accreditation i.e.accreditation documents or data held in information service To be determined by the
Accredited media database. Information Service, but not
2. UNOG Press identification card or valid photograph-bearing identification exceeding, in any case, one year
from the date of issue

Members of Non- 1. Data held on person concerned in NGO Liaison Office database. To be determined by NGO Liaison
Governmental 2. Current UNOG “NGO” identification card or valid photograph-bearing identification Office but not exceeding one year.
Organizations

UNOG Library Users 1. “Request for Reader” Form, duly completed, stamped and signed by designated Library To be determined by designated
Official library official, but not
2. Valid photograph-bearing identification exceeding, in any case, one year
from the date of issue

** Persons on short-term, temporary contracts and Special Services Agreements, Consultants and Experts
*** Administrative Assistants should forewarn the Identification Unit of cases where a contract is expected to be extended, to facilitate access
to the UNOG premises for an appropriate “grace” period.
**** Secretariats are requested to make arrangements for the accreditation of meeting/conference participants and for the issue of conference
identification cards with the Security Identification Unit at least 2 weeks prior to the opening of the meeting/conference concerned.More
detailed rules and regulations regarding conference participants will be issued shortly.
IC/Geneva/4461
Page 6

Card Category Requirements for issue/replacement Duration of validity

External Enterprises 1. Form “A”, duly completed, stamped and signed by designated official of the Purchase To be determined by designated PTS
and Transportation Section or the Building and Engineering and Section, as appropriate or BES Official, as appropriate,
2. Valid photograph-bearing identification but not exceeding, in any case,
one year from the date of issue

Interns 1. Form “A”, duly completed, stamped and signed by the Administrative Assistant concerned To be determined by the
2. UNOG identification card or other valid photograph-bearing identification Administrative Assistant, but not
exceeding, in any case, the
duration of the internship

Courtesy Categories***** :

Retired Staff 1. Written confirmation of retirement from Joint Staff Pension Fund Valid for a maximum of one year
2. UNOG identification card from the date of issue, renewable
upon expiry, with presentation of
Retired Press 1. Written confirmation of retirement by the Information Service previous card issued.
2. UNOG identification card

Family members of 1. Form “A” duly completed, stamped and signed by the Administrative Assistant concerned To be determined by the designated
Staff or written confirmation of dependent/family status from the Personnel Service approving authority, but not
2. Valid photograph-bearing identification exceeding, in any case, one year
from the date of issue
Club members 1. Form “A”, duly completed, stamped and signed by the Club President or Chairperson, and
bearing the approving signature of the Chief of the Security and Safety Section
2. Valid photograph-bearing identification

***** Issue of a UNOG “Courtesy Card” does not automatically include parking privileges within the UNOG premises
IC/Geneva/4458
Page 7