Duke Identification Policy

Policy Statement

As a means of determining those authorized to be on campus and in Duke facilities, all staff will be issued and required to carry or wear a photo identification badge while on campus or other property operated by Duke. All licensed, certified, or registered health care practitioners engaging in the direct provision of care to patients must - by law - wear a readily-visible name badge when providing care to patients. This name badge must include the licensure, certification, or registration held by the practitioner. The staff member's full name (first, middle, and last) as well as the name of the Duke department for which he or she works must also be readily visible.

Policy Details

Duke Identification Badge

The Duke identification badge (also called Duke ID or The DukeCard) is required for all staff. Staff are expected to wear or carry their identification badge at all times while on Duke's premises.

The identification card is intended to serve as proof of an individual's employment status with Duke and provides access to many resources provided by the Duke community. The front of the card includes a photo of the staff member with a full-face image. All licensed, certified, or registered health care practitioners engaging in the direct provision of care to patients must – by law – wear a readily-visible name badge when providing care to patients. This name badge must include the licensure, certification, or registration held by the practitioner. The staff member's full name (first, middle, and last) as well as the name of the Duke department for which he or she works must also be readily visible. The back of the card has a magnetically encoded stripe containing an identification number that is used to access staff member data via a remote online database. Also on the reverse side of the card is the staff member's Duke unique ID number.

Staff may use the Duke ID to access various privileges and services throughout the Duke community. Identification badges are also used for time and attendance reporting, library privileges, payments for goods and services, discounts through the Duke PERQs program, access to facilities and parking lots, and for other services that require proof of Duke employment. The Duke ID is not transferable to other individuals under any circumstances.

Duke Identification Card Format

The Duke ID will include first, middle initial and last names. If space for the full name is insufficient, the first name may be reduced to an initial. Hyphenated last names are permitted. In addition, the Duke ID will have a full-face color photograph of the staff member, department name and list of credentials.

Issuing and Wearing the Duke Identification Card

Identification badges are issued to all staff. The supervisor and/or entity or department Human Resources representative can direct new staff to the nearest location to have their photograph taken. If a staff member's identification badge is lost or stolen, he or she must report this to the appropriate card office at either the Campus, Medical Center, Duke University Hospital, Durham Regional Hospital, or Duke Raleigh Hospital. The badge will then be replaced immediately. The identification badge should always be prominently displayed according to departmental guidelines.

For staff in the Health System, the schools of medicine and nursing, and other health care units, the Duke ID must be worn prominently on the outer clothing between shoulder and waist with the photo side facing out when a staff member is in an official capacity. University staff must have their ID with them at all times while on Duke property.

All newly hired staff should follow the three steps listed below in order to acquire a Duke Identification Badge:

  1. The staff member must have already started working at Duke.
  2. The supervisor or department designee must have completed and submitted the "New Hire Form" along with 1-9, W-4, and NC-4 forms to Duke Human Resources.
  3. When the two steps above have been completed, the staff member may have his or her photo taken for the identification badge. The supervisor and/or entity or department Human Resources representative will arrange for the staff member to go to the appropriate identification card office.

All staff must surrender their Duke Identification Badge to their supervisor at the time of termination of employment at Duke as well as at any other time such a surrender is requested by a supervisor or other Duke official.

Replacement of Lost or Stolen Identification Cards

The loss or theft of an identification badge must be immediately reported to the DukeCard Office (University: 684-5800; Health System and Schools of Medicine and Nursing: 684-2273; Durham Regional Hospital: 470-7263 and Duke  Raleigh Hospital: 954-3110). A new identification badge will be issued promptly, and the old badge will be invalidated. There is a $15 charge that must be paid for this service at the time that the staff member replaces the badge.

If a lost identification badge is found, it should be reported to the appropriate DukeCard Office or to Duke Human Resources. Arrangements will be made for the staff member to retrieve the card. The card should not be sent in the mail to any office.

For further information concerning the Duke ID, please contact the DukeCard Office at 684-5800 or refer to the DukeCard website.

Contract Workers, Observers, Clergy and Volunteers

Contract workers or approved observers who expect to be at Duke for more than two weeks must obtain an official Duke ID from the DukeCard Office. Contract or temporary workers and approved observers who expect to be on Duke property for less than two weeks must wear an ID badge from their company, along with clear and visible identification issued by the department for which they are working. The department will use the standardized card stock and holder available from the DukeCard Office to provide clear and visible department identification.

Identification for volunteers, clergy, observers, and all other persons authorized to be on Duke property but not authorized to provide clinical care will look different from staff members' identification badge and will be readily identifiable. Contract staff or long-term support staff not officially employed by Duke will have either the word "contract" or "temporary" printed on the ID. Members of the clergy not employed by Duke will have "Clergy" on their Duke ID.

Care of the Duke Identification Card

The Duke ID may not be defaced, pierced, or visually obstructed in any manner. A clear plastic backing card to hold professional pins and approved items such as service awards is available for staff at the respective card offices.

Transferring of Duke Identification Card

The Duke ID will be used solely by the staff member issued the ID, and under no instances will it be transferred to another individual.

Department Identification Card

Departments are explicitly prohibited from issuing their own particular identification or nametag in place of the official Duke ID.

Supervisor Responsibility

Supervisors are responsible to ensure that every individual required to possess a Duke ID obtains it the first day he or she begins work at Duke. To obtain a card, the supervisor must complete form SR0347 with an authorization signature and a cost object code. The form is available from https://finance.duke.edu/accounting/forms. The same form is used for staff, volunteers, and all other individuals required to have an official Duke ID. The individual who is obtaining the Duke ID must personally bring the form to the DukeCard Office and have his or her photo taken.

Charge for Issuing the Duke Identification Card

The DukeCard office will issue the first Duke ID and charge it to the individual's department. Upon presentation of a worn out Duke ID to the card office, a replacement will be issued with the cost being absorbed by the individual's department. Lost, damaged or stolen Duke IDs must be reported at the earliest possible moment to the issuing department and to the DukeCard Office. The cost of the replacement will be the responsibility of the staff member or the department, at the department's discretion.

Transferring Within or Leaving Duke

The Duke ID will be maintained until the relationship with the institution has been terminated, or upon demand of the staff member's supervisor or Duke official. If a staff member terminates employment or transfers from one department to another, it is the responsibility of the supervisor in the old department to destroy the card and inform the DukeCard Office of the termination and card destruction. In the case of a transfer, it is the responsibility of the supervisor in the staff member's new department to ensure that the staff member is issued a new card with the appropriate department listed, at the department's expense.

Policy Number: 04.09

Issued Date

July 1, 2006
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Categories

Workplace Expectations & Guidelines Policy