Commonwealth

of Massachusetts
Executive Office of Health and Human Services
Department of Youth Services
Official Policy

Policy Name: Employee Identification Cards

Policy #: 01.05.03(b) Effective Date: August 15, 2005

Repeals: 01.05.03(a)

References: None

Signature: Jane E. Tewksbury, Commissioner, 8/1/05, signature on file

Applicability: This policy shall apply to DYS directly and to any “Support
Contract” vendor employees working in DYS facilities. Providers
are expected to have their own policy covering this topic area that
is not inconsistent with this policy.

Policy

It is the policy of the Department of Youth Services that all employees of the Department
shall be issued an official identification card bearing the Commissioner’s signature. It is
the policy of the Department of Youth Services that all vendor employees working in
DYS state units on so-called “support contracts” be issued identification cards through
the Department that identify the wearer as being on a support contract. All official
identification cards shall remain the property of the Department of Youth Services.

Procedure

A. Definitions

1. The following definitions shall have the meanings assigned to them in this policy
for purposes of interpreting this policy.

a. Basic Training: the core training program for new DYS employees
regulated by Policy #01.06.01, “Training and Professional Development.”

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 b. Identification Cards: for purposes of this policy, includes both ID Cards
and Temporary IDs, as defined in this policy.

c. ID Card: the permanent card that identifies DYS personnel who have
completed Basic Training, or having been waived out of Basic Training.

d. Personnel: for purposes of this policy, the term “personnel” shall include
state employees, vendor employees on a support contract, interns and
volunteers.

e. Temporary ID: the temporary card that identifies DYS personnel who have
hired by or who volunteer with the Department, and who they have
completed Basic Training or been waived out of the training requirement.

2. Terms that are defined Policy #01.01.04(a), “Policy Definitions” shall have the
meanings assigned to them in that policy, unless a contrary meaning is clearly
intended.

3. Terms not defined in Policy #01.01.04(a) or in this policy shall have the meanings
assigned to them by reasonably accepted standard dictionary definitions of
American English.

B. Identification Card Format

1. The Commissioner shall have sign off approval on the design of all identification
cards.

4. Identification cards for state employees shall have lettering that is color specific
for “State Employees,” and include at least the following information:

a. Name, title, and work location

b. Height
c. Sex
d. Eye color
e. Expiration date
f. ID number

5. Identification cards for support contract and independent contract employees as

well as interns or volunteers, shall have lettering that is color specific and contains
the same information as in Section (B)(1) above, as well as identifying the type of
employee (support contractor, independent contractor, intern or volunteer) for
whom the card is issued.

C. Issuance of Cards

1. ID Cards shall be issued through the Training Unit and shall be issued only to
those employees who have completed Basic Training The Commissioner may
waive all or part of the Basic Training requirement with respective to certain

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 managerial and professional employees and independent consultants, which
waiver shall be in writing. The Training Unit shall issue ID Cards to those
employees or personnel upon receiving notice of waiver, or upon the employee
having completed that portion of Basic Training for which the employee has not
been waived.

6. Any employee who fails to complete the Basic Training curriculum shall not be
given an identification card, but may receive a Temporary Identification Card for
60 days or until the employee has successfully passed the Basic Training
requirements.

7. The Training Unit shall document the issuance of ID Cards or Temporary IDs to
personnel in a database established for that purpose.

D. Temporary Identification Cards

1. A Temporary Identification Card shall be issued by the Training Unit for all those
new employees who have not yet completed Basic Training. The ID Coordinator
for each Area shall assist the Training Unit in identifying those new employees
eligible for a Temporary ID.

2. The Temporary ID shall expire 60 days after the date of issuance, or upon
issuance of a permanent identification card.

8. Volunteers and interns shall only be issued Temporary IDs. Those who stay
longer than sixty days in that capacity shall be issued a new Temporary ID every
sixty days.

9. Upon completion of basic training, or at the request of the Director of Training

and Professional Development, the employee shall submit his or her temporary
identification card to the Director of Training and Professional Development or
designee, who shall destroy it. The employee shall then be issued a permanent
identification card.

E. Display of Identification Cards

1. Personnel shall display their identification card only while conducting official
Department business.

10. Personnel shall display their identification card when signing in or entering a
location, as well as when entering their primary work location. Personnel who are
at a work location that is not their primary work location should display their
identification card at all times.

F. Loss of Identification Cards

1. All personnel shall inform their Location Manager as soon as possible upon the
discovery of a lost identification card. All personnel shall document the loss of an

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 identification card through the use of a Serious Incident Report, which shall be
completed on the first day the employee reports to work following the discover of
the loss.

2. The Location Manager shall notify the Area ID Coordinator of the loss. The ID
Coordinator shall notify the Training Unit to arrange for the replacement of a lost
identification card.

G. Identification Card Updates

1. Identification cards shall be updated whenever employees experience a permanent

change in job location of title or legally change their name.

11. Identification cards shall be updated whenever the card’s expiration date
invalidates the card.

H. Recertification

1. The Training Unit shall forward a copy of the re-certification list on a quarterly
basis to the ID Coordinator.

2. The ID coordinator shall forward the re-certification list to each applicable

Location Manager within his/her Area.

3. Upon completion of re-certification training requirements, or at the request of the

Director of Training and Professional Development or designee, the employee
shall submit their expired ID Card to the Director of Training and Professional
Development. The personnel shall then be issued an updated ID Card.

I. Return of Identification Cards

1. All identification cards shall be returned to the Location Manager upon

resignation, termination of employment, or at the discretion of the Commissioner.
All personnel shall incur the cost of an identification card that is not returned.

12. Location Managers shall place the returned identification card into the local
personnel file of the employee from whom the card has been received. In the case
of volunteers or interns for whom there is no personnel file, the Location Manager
shall destroy the card by cutting it in half and discarding it into the trash.

J. Sanctions

1. Misuse of an identification card may result in disciplinary action up to and

including termination.

2. For those employees covered by collective bargaining agreements, the

disciplinary action must meet the “just cause” requirement imposed by those
agreements.

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