• For security reasons, Employees/individuals are only allowed one badge/pass. If an individual has more than one of either a single type or multiple types please collect the additional badges/passes from them and send them to Facility Operations with a note.
• Please verify that individuals being issued a District Partner Badge have signed their badge/pass out and that a record exists in the front office in case a security audit is needed.
• First Time badges will always go through Admin. If someone at your site needs a First Time Badge they should already be in the process of getting one as part of their orientation. If they somehow did not start that process during their orientation, please reach out to Badges@nclack.k12.or.us. Please do not submit a First Time Badge ticket as we do not have first time photos on file, they all come from Admin.
• If an employee/individual/student loses their badge or pass, a work ticket must be submitted through IIQ to have the lost badge/pass deactivated (Location: Facilities > Safety > Lost/Stolen Badge/Pass). You will only need one ticket as the new badge/pass will be programmed before it is sent to the site using the information from the original ticket.
• A site can only request badge access to their own location, they cannot request access to another site. The same goes for deactivation. You cannot request access be removed from any site but your own. (Exceptions to this rule are Student Support Services, Facility Use at Wichita, and specific departments within the District Office.)
• Printer access is controlled by Technology. If a Badge has an issue with a printer, a Technology Ticket would need to be submitted. Sites cannot request a pass be issued for specific use on their Printers as this bypasses the printing accountability protocol.

All District Badges and Passes, with the exception of Badges that have a photo, require a form before they can be issued out.

Badge/Pass/Key Issue Form 

The form must be: 

• Filled out by the individual assuming responsibility for that Badge/Pass (top part of the form) 
• The person issuing the card, likely someone in the front office (left side of the form).
• The right side of the form is only filled out when the badge/pass is returned. (Filled out by the front office. This can be the same person who issued the badge/pass initially).

The individual receiving the badge is not permitted to lend, share, or duplicate their badge and must return it to the front office if they decide to leave the district, go on leave, or if their time with the district comes to an end. Students must turn in all passes before the end of the school year and are also not permitted to share their pass with other students.

Teachers assuming responsibility for student passes will sign them out at the front office using the form above and keep the passes secured at all times. Student Passes are used to allow a student temporary use/access to specific areas but the pass must be returned as soon as the student has finished their specific task/objective. The pass must then be resecured by the teacher until it is needed again.

At no time should the Student Passes be generally accessible in a classroom/portable, or handed over to a student long-term by a teacher, as this poses a security risk. If a student needs a student pass long-term they can sign one out from the front office.

If a new District Partner Badge or Student Pass is needed for an individual or student the front office will have them fill out and sign the Badge/Key Issue Form, and then a Ticket will need to be submitted via IIQ with a copy of the form attached. We recommend creating a filing system either physically or electronically to keep track of your original forms. Please make sure this file is shareable so that any new or incoming staff, who may need it in the future, are able to access it.

There is a space on the form that asks for the number of the Badge/Pass, you will likely not have this information until the card is created. Be sure to go back and fill in this information once the Badge/Pass has been sent to your site, or once that information is provided from the Technicians via the original ticket. You can also ask for this information if it is not given, via the comments section of the submitted Ticket.

If a badge or pass has been lost or stolen, immediately report it to the front office and have them submit a Ticket via IIQ.

We understand you may not have all the information for the badge or pass but please provide as much as possible.

• Lost/Stolen Badge/Pass requests are located in the Safety section of IIQ, not the Badges section, as this is considered a safety issue.
• If the employee/individual finds their old Employee or District Partner badge, please collect it from them and shred it. They cannot keep both the old one and the new one.
• If it is a Short-Term Substitute Pass or a Student Pass the office may keep the original for use at a later date (Use a Badge Programming Ticket to reactivate it).
• If your site does not need the badge/pass, send it via intercompany mail to Facility Operations with a note.
• Make sure to find the form the individual/student filled out when they signed for their original badge/pass and mark it as lost/stolen. Keep the original copy for record. Have them fill out a new form for their new badge/pass. If the individual continues to lose their badge/pass it may need to be addressed by the site’s administrator.

To have a badge/pass Programmed or Reprinted you must submit a Ticket through IIQ. The only employees of the school with access to this function will be the Head Administrative Assistant, Head Custodian, Athletics Administrative Assistant, Athletics Director and the Administrator of the school, if they request access. Generally, all Badge work tickets are submitted via the Head Administrative Assistant/Principals Administrative Assistant in the front office. Faculty do not have the ability to submit Facilities Tickets in IIQ.

• Make sure to fill out all information requested in the ticket.
• You do not need to add a room to these requests. Simply check ‘Room not listed’ and then type ‘N/A’ in the section provided. (Unless this is for a Student Pass, then please designate.)
• You only need to submit one ticket for a Reprint, the new badge/pass should arrive at the school programmed and you will receive an update, via the ticket, letting you know when it has been sent out or if there are any updates/questions that need to be addressed before that step can happen.
• If you have any questions, need a status update, or need to correct any information on the ticket, please use the comments section in the ticket you submitted. This is a direct line to the Technician assigned and they will be notified when a new comment is made. They will then respond within the ticket itself and you will be notified.

If an employee is moving sites, the process should be as follows: 

• The original location of employment submits a ticket via IIQ to remove their access to the location they are leaving.
• The site they are moving to submits a ticket via IIQ requesting access to their new location. 

The site they are leaving cannot request access to the new site, likewise the site they are moving to cannot request that they be removed from their original site. This is a security measure as sites cannot ask for access, or removal of access, to any site but their own.

If an individual is no longer working for the District for any reason, their Badge, and any keys belonging to the site, must be turned in to the front office and a Ticket submitted requesting their Badge be deactivated. 

If the Badge is a photo badge it must then be shredded. 

At no time is an employee permitted to keep their Badge as this poses a security risk to the District. We understand that some employees may be sentimental about their Badge, but for the Safety of Staff and Students it needs to be destroyed when they leave so that no-one can use it to gain access to any of our sites.

Community/District Partner Badges should also be collected if an individual is no longer working with the district, if their contract has ended, or if they will be gone for an extended period of time. They cannot keep the Badge if they are not actively using it. They can always check out another badge when they return. Likewise, Students must turn in any Passes before the end of the school year and short-term subs should be turning their passes in at the end of the work day.

Only individuals that are employed by NCSD, those on Payroll who have an employee number, are eligible to receive a regular employee badge with a photo.

Process for a First Time Badge:

• HR will collect the new Employee’s information at Orientation.
• The New Employee will send the photo for their badge to Badges@nclack.k12.or.us
• HR will create a First Time Badge ticket for the new employee. The Administrative Assistant of the new Employees site will be added to the Ticket as a Follower so they can be kept up to date on the Tickets progress.
• Facility Operations will Print, Program, and send the new badge to the school with a standard lanyard and cover.
• All First Time Badges will be programmed for Door Access Only. If more access is needed, the Administrator at the Employees site will approve the access request and the Head Administrative Assistant will place a Ticket to update the programming.
• All First Time Badges originate from a ticket submitted BY ADMIN. Facility Operations does not have photos on file for individuals who have never had a badge before.
• Please make sure all photos are on a solid colored background, plain white is easiest to print onto badges and is requested if possible.

First time Badges cannot be printed without a photo. If you are waiting on a First Time Badge please reach out to Badges@nclack.k12.or.us to see if a ticket has been submitted (if you haven’t been added as a follower to a ticket already).

District Partner Badges function similarly to Regular Badges but are for employees who have not undergone a background check. They are generally assigned to individuals who cannot have a Badge with a photo, or who are part of any of the following groups, but require access to site due to a long term contract with the District;

• Athletics Coach
• Kitchen Staff
• Leep Program Staff
• Long Term Student Support
• Long Term Substitute Teacher
• Roving SLC Teacher
• Student Teacher
• Summer/Roving Nurse

These Badge Types:

• Have limited access to buildings and will be programmed with door access only. They will not be programmed for arm/disarm unless Administrative approval is given.
• If multiple sites are required please state that in the description and provide all sites the individual will need access to.
• The school logo will be added to these badges if for a single site. If for multiple sites it will have the District Logo.
• These badges are assigned to an individual, not a program or job group.
• Expiration of these badges is one (1) year from the date of issue.
• If the badge is not used at all within sixty (60) days it will be deactivated.
• The Badge must be returned to location it was signed out from at the end of the individual’s contract, the Badge should then be sent to Facility Operations with a note.

These passes will have the school’s logo and the words ‘Short-Term Substitute Pass’ on the front, with a number on the back. Each site will start with ten of these pass types and they will be assigned to the site itself. They are issued out by the front office to short-term substitute staff and grant door access only (within the schools operating hours).

The front office will be responsible for checking in/out and collecting these passes after the short term substitute has finished their work for the day. These passes MUST be physically signed out/in by the person using the card for the day and may not be pre-signed out and left for people to take as they come in. A sign-in/out sheet may be used for this purpose vs. using the Badge/Key form.

These passes may be signed out to individuals working at the site for any of the following reasons:

• Substitute Teacher
• Any staff member covering for an absence (that requires the ability to let students in or out of the building during normal school hours)

Community Partner Badges are for individuals that are part of groups/programs/activities that are either renting or using spaces on District Property. These badge types are generally issued by Wichita for Facility Rental but can also be issued by Facility Operations.

These Badge Types:

• Are checked out by Wichita or Facility Operations during normal business hours (7:00am to 3:00pm Monday through Friday) via a work ticket in IIQ.
• Have Controlled Access (Weekends/Intrusion, they require training when signed out)
• The school logo will be added to these badges.
• They will be assigned to the person using the badge, not the group.
• These badges expire one (1) year from date of issue.
• If they are not used at least once during a thirty (30) day period, the Badge will be deactivated.
• They must be returned to the place they were checked out, Wichita or Facility Operations, when the group finishes their time at the site.

These badges are issued by Facility Operations for contractors that utilize our sites and need access for projects or contracted work.

• If a contractor badge has an individual's name on it they have undergone a background check by the district and, while they are required to sign in at the front desk, they do not require an escort.
• If the contractor badge does not have an individual's name on it they have not undergone a background check by the district and must sign in at the front desk, they must also be escorted to the location of the job by a staff member.

These passes will have the school logo and the words ‘Student Pass’ on them. They are signed out to Students during the school year for any of the following reasons:

• Elevators
• Portables
• Restrooms
• Or anything a student would need access to that requires card access (not for general building access)

These passes are programmed with specific hours of operation, Teachers will be responsible for reporting any missing student passes to the front office and the site Administrator, the front office will then submit a ticket for Facility Operations to deactivate the pass.

These badges/ID’s are made, controlled, and tracked by the site. They can come in many different formats but are not programmable and do not provide any type of access. They are simply used for identification. These are not requested via Ticket and are not provided by Facility Operations.

The groups that primarily use these types of badges are:

• Volunteers
• Visitors
• Students
• Anyone without a Badge

All New Badges/Reprints will come with a Lanyard and a Badge Cover at the time the Badge is mailed to the site. 

• Sites are welcome to purchase replacement Lanyards if they have specific ones they would like to use (Example: School colors, logo, etc.), as well as Badge Covers, but these will need to be purchased under the School/Site Budget.
• Facility Operations can provide replacement Lanyards and Covers if a location needs them, but they will be the standard, first time issue, Lanyards/Badge Covers. We cannot provide special orders.
• To request a restock please submit a ticket via IIQ with the amount needed of each.