Houston Community College
Photo Identification Badging System
Procedure
INTRODUCTION ………………………………………………………………………………………………….. 3
OVERVIEW ………………………………………………………………………………………………………… 3
DEFINITIONS AND TERMS ……………………………………………………………………………………… 3
APPLICABILITY …………………………………………………………………………………………………… 3
OFFICE OF RESPONSIBILITY ………………………………………………………………………………….. 3
RIGHTS & RESPONSIBILITY ….............................................................................................................. 4
GUIDELINES FOR ISSUING AND CONTROLLING IDENTIFICATION BADGES ………………………... 5
BADGE STATIONS ……………………………………………………………………………………………….. 5
REPLACEMENT OF IDENTIFICATION BADGES ……………………………………………………………. 5
INTRODUCTION
This procedure prescribes minimum standards and procedures in the use of security identification badges
(ID badge) for the various Houston Community College Campuses. These standards and procedures
are established to safeguard facilities and personnel from threats of danger and theft.
OVERVIEW
The Houston Community College guidelines for security and acceptable use provide specific
requirements for the responsibilities of the students, faculty, staff and persons of the general public
regarding the use of the security identification system and the ID badge. Failure to follow these
guidelines may result in the loss of data, exposure of sensitive information and compromises of system
integrity resulting in security breaches, business interruptions and disciplinary action.
DEFINITIONS AND TERMS
These definitions apply to the terminology used throughout this document.
HCC User Communities – students, faculty, staff and persons from the general public
HCC Community – all HCC campuses, administrative buildings and operating personnel
Users – students, faculty, staff and persons from the general public
Information Resources: Means the procedures, equipment, and software that are employed,
designed, built, operated, and maintained to collect, record, process, store, retrieve, display, and
transmit information, and associated personnel including consultants and contractors (as defined in
§2054.003(7), Government Code and/or other applicable state or federal legislation).
APPLICABILITY
These guidelines apply to all HCC users and their use of the security identification system on all HCC
campuses and remote locations. Additional policies and user guidelines may apply to specific
technology resources in use by specific HCC campuses.
OFFICE OF RESPONSIBILITY
The Police Department along with Student Services has direct responsibility to publicize these guidelines
to the user communities and to protect their rights while enforcing the guidelines consistent with those
rights. HCC also has the authority to control or refuse access to any user who violates these guidelines,
threatens the rights of other users, or jeopardizes the operation of any HCC facility.
Houston Community College Police Department is responsible for the following:
Updating the procedure related to the photo identification badging system
Communicating changes to the photo identification badging process
Updating the replacement ID Card Business Process
Assure that no one possesses more than one active identification badge in system
Add/Delete/Change security access for HCC facilities and user communities
Approval of new badging stations along with granted badge operators access
Communicate to the badging stations if system is down
RIGHTS & RESPONSIBILITY HCC maintains complete ownership of all technology resources. As
such, access to HCC’s technology resources is a privilege and not a right. Users must respect the rights
of other users, respect the integrity of technology resources, and observe all relevant guidelines, laws,
regulations, and contractual obligations of HCC. Permissible use of HCC's technology resources
includes but is not limited to:
Communicating with fellow employees, students, faculty members and professional associations,
as necessary to accomplish HCC related business.
Acquiring information and resources necessary to perform assigned responsibilities.
Instructional and administrative purposes.
Limited personal use, such that it has no adverse effect on an employee's job performance or a
student's academic performance.
All HCC users are responsible for protecting the confidentiality, integrity, and availability of HCC data and
technology resources.
GUIDELINES FOR ISSUING AND CONTROLLING IDENTIFICATION BADGES
Houston Community College requires all employees and students to obtain a photo identification badge
from one of the many badging stations located throughout the various college campuses. There is no
charge for the first photo ID card issued. However, there may be a charge for a replacement
depending on the reason.
The photo identification card is a multipurpose card. It is your campus identification. It is required to
access certain facilities and functions on campus. The card can be used to access library and
vehicle assistance services.
The photo identification cards are color coded for ease of recognition. Each HCC user will be issued
one card based on their primary assignment.
The photo identification card is unique to the individual and is not transferable. Allowing someone else
to use your identification card is prohibited and may result in suspension of your ID card privileges and/or
other disciplinary actions.
ID Badges should be identified with the following:
Front side
HCC logo
Color coded bar indicating holder status (Faculty, Staff, Student, etc.)
Current photo of badge holder
First name Last name
Expiration date
If Student (EMPLID)
Back side
EMPLID bar code
A message indicating (“This card is the property of Houston Community College”)
An “If found” statement (Please place in U. S. mail box)
The following address and phone number:
HCC-Police Department 713-718-8888
3100 Main St., Room 4E14
Houston, TX 77002
Library bar code
If Student, a mag stripe
If Employee, a card identification number (no mag stripe)
BADGE STATION
Badge Stations are located on various campuses throughout HCC. See ID card website for location and
hours of operation at http://www.hccs.edu/hccs/faculty-staff/houston-community-college-id-cards.
The following items must at all times be under the custody of an authorized HCC employee unless more
protection is specified:
Unused card stock
ID badges awaiting destruction
ID badges when not in the personal custody of authorized holder
Identification media equipment (camera, computer, software, etc)
Items no longer required must be accounted for until destroyed
All identification equipment will be purged to remove data from memory prior to disposal of system and
reported to the HCC Police Department.
The control and security of the photo identification supplies and equipment will be the direct responsibility
of the Campus Operating Officer, Campus Manager or their designee.
The replacement or purchase of equipment, supplies, or services will follow the normal process through
the IT Help Desk System.
REPLACEMENT OF IDENTIFICATION BADGES
Identification badges must be replaced because of the following:
Name change
The ID badge is lost or stolen
The badge holder’s picture no longer accurately represents the badge holder
On or about the expiration date
If the ID badge becomes worn, damaged, or the photo fades
If an ID badge is lost, stolen, or damaged; one must complete the Lost Badge Request Form online and
filed with the HCC Police Department before a new ID badge can be issued.
Lost Badge Request Form can be found by logging into:
o For employee - @Your Service
o For student – Student System Sign-In
Badge is deactivated automatically by system once reported
Report is received by HCC-PD Dispatch
Dispatch will assign a control number and reset ID record
Requestor will receive an email from HCC-PD Dispatch with control number and instructions to
return to a badging station for reissuance of a new ID badge.
ID badge regulations require that lost badges be reported within 48 hours. A replacement badge will
be issued if an ID badge is reported as lost to the HCC-Police Department and the following steps are
completed.
Employee or Student must take the Police Department issued email and proper identification to
the respective college badging station and a replacement badge will be issued at no charge.
Employee or Student will be charged a fee of $25 if an ID badge is not reported within 48 hours
the date and time of the report and the date and time of the loss are clearly printed on the email
sent by the Police Department to be used for the 48 hour calculation.
Reported losses after the 48 hours window must be reported via the methods described above.
Upon receipt of the Police Department email the Requestor must:
o take the email from HCC-PD Dispatch with control number to the Cashier’s office at
respective campus with proper identification
o pay a replacement fee of $25.00
o obtain a receipt.
o take the paid receipt, email with control number and proper identification to the respective
college ID badge station
If a lost ID badge has been replaced and it is subsequently found, it must be returned to the HCC Police
Department to be destroyed. No one may have two ID badges.