Visible ID Policy and Procedures

Transcription

1 Visible ID Policy and Procedures Policy Title: Visible ID Policy and Procedures Issue Date (m/y): 02/2017 Author(s): Associate Principal Approved by: Senior Management Team Date of Equality Assessment: 21 February 2017 Review date: February 2020 Related Policies and Procedures: Student Performance & Behaviour Policy Staff Disciplinary Policy Safeguarding Policy

2 Equality Impact Assessment Tool Name of Policy: Visible ID Policy Yes/ Comments 1 Does the policy/guidance affect one group less or more favourably than another on the basis of: Race or ethnicity Yes Linked to answer below under Religion or belief Disability Yes Adjustments have been made to the policy to enable students who need to use the lift to have this clearly on their ID cards Gender Religion or belief Yes Students or staff, who wear a Hijab, are able to come into the College and there is no variation to the policy. Sexual orientation Age Marriage and Civil Partnership Maternity and Pregnancy Gender Reassignment 2 Is there any evidence that some groups are affected differently? 3 If you have identified potential discrimination, are any exceptions valid, legal and/or justifiable? 4 Is the impact of the policy/guidance likely to be negative? 5 If so, can the impact be avoided? 6 What alternatives are there to achieving the policy/guidance without the impact? 7 Can we reduce the impact by taking different action? N/a n/a

3 1. INTRODUCTION The College operates a visible ID policy for all staff, student and visitors to the College. This enables the College to ensure that only authorised persons are admitted to the buildings to maintain a safe and secure environment. All students and staff must wear their College lanyards around their necks at all times to confirm at a glance that they are a registered member of the College community. This promotes a positive and professional image of the College and reflects the working practice of most employers in business and industry. This policy is a key measure to support our Safeguarding and Prevent strategies. The definition and use of the word Lanyard throughout the policy includes the college approved lanyard, ID card and holder. Altogether they form the ID required to gain authorised access into the College and the College reserves the right to refuse entry to anyone without the appropriate identification. 2. SCOPE The policy applies to all staff, students and visitors to any College premises. The policy details the type of identification required and the procedures for staff, student and visitor groups. 3. ACCESS TO THE BUILDINGS Individuals entering the building need to gain access via the rth or South entrances. The rth entrance is the main entrance to the College, with a manned reception desk and has a number of turnstiles and two gates. The South building entrance is a smaller entrance, with a Ranger at times during the day and has two turnstiles and one gate. The normal method of coming into the building for staff and students is via the turnstiles. Any staff or students with mobility issues that require the use of a gate will be authorise to use it either permanently or temporarily as required. Staff who have a trolley or a number of bags will be authorised to use the gates for the occasions when they need to. Any other use of the gates is restricted to avoid the risk of others coming through the gate without the appropriate lanyard in place. 4. STAFF ID AND LANYARDS The HR Team are responsible for issuing all staff ID cards and lanyards. Staff Lanyards are Blue, printed with white text Suffolk New College. Staff must wear their lanyards at all times as role models for our student body and to meet safeguarding guidance that we easily identify them in the College. 5. STUDENT IDS AND LANYARDS Student lanyards and ID card holders are issued to all enrolled students at the time of their enrolment. Student lanyards are Black, printed with white text Suffolk New College. The

4 only exceptions are students who are issued lanyard which is White, printed with black text Suffolk New College. University of Suffolk at Suffolk New College students are authorised to wear a UoS lanyard which is Mustard Yellow, with the words University of Suffolk but they must have a valid Suffolk New College ID card and holder attached to it. 6. LANYARD WEARING All staff are required to implement this policy: The wearing and displaying of lanyards and ID on College premises must be enforced by all staff at all times. Staff should wear their lanyard and ID at all times, except when engaged in practical activity where entanglement or other risks have been identified. Teaching staff should not permit any student into the classroom who is not wearing their lanyard, or temporary ID wristband issued as they have forgotten their lanyard. Students who wish to use the services of the Learning Curve, Student Services, College Catering provisions, Finance and main College receptions must be wearing their lanyard or valid wristband in order to be served. Students must always remove their lanyards when undertaking practical tasks where entanglement or other risks have been identified by the tutor. It is the teachers responsibility to ensure all Lanyards are put on again before leaving the teaching space. If the lanyard is not at risk of entanglement but may be at risk of getting in the way or getting dirty, then it should be tucked under PPE, or uniforms during the workshop activity and then untucked at the end of the activity. It is the teachers responsibility to ensure all Lanyards are pulled out before students leave the teaching space. Meet and Greet staff will conduct lanyard checks every morning and all staff will support the checking of lanyards during the College day in corridors and the Atrium. Line managers will conduct regular spot checks in their departments to ensure staff and students are wearing lanyards. A summary key for all of the lanyard colours has been included at the end of this policy. 7. STUDENT LIFT ACCESS AUTHORISATION Student who have a disability or mobility issue which means that they need to either permanently or temporarily have access to the lifts will have this clearly indicated on their ID cards which will show in green. Permanent access can be arranged at the point of enrolment and temporary access, for example in the situation of an injury, can be put following agreement with Student Support. Students without this authorisation should not access the lifts. All staff have access to the lifts as they will frequently have items which need to be carried or moved around. Any staff who sees a student accessing a lift without the necessary authorisation should question and challenge them and if ignored raise it with the relevant Programme Leader or Personal Tutor for the student.

5 8. REPLACEMENT ID CARDS FOR STUDENTS Each enrolled student will be given an ID card, lanyard and card holder when they have fully completed their enrolment. 8.1 If a student loses or forgets their ID card, lanyard or card holder they will be issued with a temporary wristband ID day pass for 1 and their tutor will be informed. Repeat offences will lead to disciplinary action being taken. credit will be offered by the College for students who do not have a 1 on them. 8.2 If a student loses or forgets their ID card, lanyard or card holder more than 3 times, they will not be allowed into the College unless: They return home to get their ID, lanyard or card holder or They pay for a new ID, lanyard or card holder which is Exceptions to this policy may be made for High Needs Students, for whom returning home to collect their ID may present difficulties. A reasonable adjustment should be made to accommodate their particular circumstances at the discretion of the Head of School. This would normally result in the issuing of a temporary pass. 8.4 For students who forget their ID cards, lanyard or card holder for a fourth time but are attending an examination: Main reception staff will contact the relevant Programme Leader to confirm if the student has an examination. The student will be issued with a temporary day pass The Programme Leader or Tutor will collect the student from main reception and escort them back as soon as the examination is over. 9. STAFF WHO FORGET THEIR ID CARDS, LANYARD OR CARD HOLDER Staff who forget their ID, lanyard or card holder will be required to sign in as a visitor and will be issued a plain Yellow lanyard. Staff who lose their ID card, lanyard or card holder will be required to buy a new ID card, lanyard or card holder for 5 from HR. 10. PART TIME STUDENTS AND LEISURE LEARNING STUDENTS Part time students will be issued with a valid student ID and blue lanyard. They need to have that with them whenever they come into College and wear it the same as any other student in the College. They are subject to the same rules and procedures as full time students. Leisure Learning students will be given from the tutor a temporary ID card and Pink lanyard to wear from the start of their course and this must be returned to the tutor at the end of the last session even if they have booked onto the next round of course. As with all students they must wear their lanyard at all times. 11. CONTRACTORS Authorised contractors lanyards and ID passes will be issued at the facilities reception desk. Contractors lanyards are Red. Contractors should be accompanied by a member of staff at all times. Trusted contractors who work with the College on a regular basis will be issued with a Green lanyard. These contractors are free to access the building unaccompanied. The Facilities and Procurement Manager will approve all trusted contractors which is likely

6 to be where confirmation of a DBS has been provided, and they will notify main reception. A list of trusted contractors will be kept by main reception for reference. 12. VISITORS Visitor lanyards and ID passes will be issued at the College s Main Reception. Visitors lanyards are plain bright Yellow. Full visitor details must be provided, in advance of the visit, to Main Reception by the member of staff they are visiting. Details required: Visitors name Name of person visiting Contact telephone number of staff member and location Visitors must be collected from and escorted back to the Main Reception Desk and should be accompanied by a member of staff at all times. Trusted visitors who work with the College on a regular basis will be issued with a Green Lanyard. These visitors are free to access the building unaccompanied. Members of Senior Management Team will approve those considered as trusted visitors and inform Main Reception. A list of trusted visitors will be kept by Main Reception and will include members of Corporation and Fellows to the College. For anyone visiting Shelley s Restaurant or the Zone spa and salons, they need to arrive into the relevant reception and their booking will be checked. For authorised guests into Shelley s, the main receptionist will call up to Shelley s to notify of the guests arrival and will watch from the main reception desk the route taken by them to ensure that they arrive at the restaurant within the timeframe expected. If they become concerned that a guest has diverted then they should immediately contact the Rangers to investigate. With regard to the Zone, once they have checked into the Zone reception they will be able to take a seat in the waiting area until their appointment time. At the end of appointments, anyone visiting these areas or other areas of the College for a specific reason should leave immediately and it is the responsibility of the person they are visiting to ensure that they are not left unattended on College premises. 13. VISIBLE ID FOR THOSE WHO WEAR COVERINGS WHICH OBSCURE THEIR FACE Some staff or students may wish to wear head, body or face coverings. The College recognises for religious reasons the use of a Hijab, however for safety reasons the College reserves the right to refuse entry to anyone wishing to enter the College with their face obscured. Examples of this include a motorcycle helmet with or without the visor down, a Niqab (face veil), a Burka (full body covering) or a hat which covers the face aswell as the head. These are identified as choices that an individual is making and with the face obscured it makes it impossible for the College to satisfactorily identify individuals. In these situations the individual will be given the opportunity to enter the College without the face coverings but if they fail to respond then they will not be allowed into the College. The coverings should not be put back on once they are in the building. Individuals should not put coverings on in anticipation of leaving the building such as a helmet or hat, and should instead wait until they are away from the front of the College.

7 14. FAILURE TO ADHERE TO THE POLICY 14.1 Students who fail to adhere to this policy will be subject to action under the College s Behavioural Policy. Any staff member is authorised to challenge a student about wearing their lanyard and if the student fails to respond or to respond negatively to that request then the staff member should report it as part of the College s policy for the Personal Tutor and Programme Leader to pick up The College wants to avoid any scenarios where this may be required, but in cases where a staff member refuses to consistently wear a lanyard with ID card they will be subject to action under the College s Disciplinary Policy. It is expected that the Line Manager will address this in the first instance and seek support if required from HR. 15. ACCESS TO THE POLICY This policy will be published on the College website, staff intranet and student virtual learning environment. KEY TO LANYARD COLOURS Staff Students Blue with white letters Black with white letters full time students White with black letters UoS students Visitors and staff who forget Trusted contractors New contractors Mustard yellow with UoS letters Plain Yellow Green Red