Office of Risk Management

Emergency IDs

The Office of Risk Management recommends carrying two types of identification in addition to the university ID card.

In the event of a catastrophe, simple and easy identification of workers becomes very important. We designed an identification badge for our personnel using PowerPoint and laminated them in the office. For further information about this procedure, contact Marilynn Mundy.
Many, if not all, Indiana counties have the ability to declare an emergency (usually because of snow or other inclement weather) that restricts travel on the roads to "emergency personnel" or some similar description. Some University employees have been stopped and ticketed during these periods.
We have established a process for the identification of university emergency personnel. Please note this gives no one any authority; it is only a request to a police officer to recognize the bearer as someone on emergency university business and to give that person leave to continue traveling. It is also important to note the bearer must be on University business, which requires traveling to and from campus to perform emergency duties.
Monroe and surrounding counties have agreed to recognize this identification and allow the bearer to travel as outlined above. We are working with other campuses for recognition in their areas.
In general, only employees who are crucial to the operation of the university should be issued these cards. Without denigrating any position, clerical personnel (as one example) need to be carefully considered before designation as "crucial," thus necessitating an emergency ID. Being inconvenienced by their absence does not create a critical need for their presence. Being on the roads during these periods undercuts the county's reason for declaring an emergency in the first place. It is the responsibility of the department head to determine which employees should be issued these cards.
- Determine who is crucial to university operations during periods of inclement weather (or other times when it is not safe to travel, e.g., immediately after a tornado)
- Request identification cards (see below)
- Activate people only when necessary. Remember, the cards are applicable only for university-related travel.
- Verify your emergency employee data annually or upon request.
- If an employee separates from the university obtain the emergency ID at the same time other university property is turned in.
- Notify the Office of Risk Management immediately if a card should be revoked (the employee's name removed from the validation database IUPD will have). If an employee changes departments the emergency ID should be revoked by the old department. It is the responsibility of the new department to determine the employee's emergency status in the new setting and request a new emergency ID, if appropriate.
- IUPD will contact the departmental contact person - possibly by Email - if a question arises concerning an employee's use of the Emergency ID card. PLEASE treat all inquiries seriously and respond to IUPD and, if appropriate, to the Office of Risk Management, after your investigation.

How do we get or revoke cards?

Click on one of the following menu items to process changes in your emergency ID database.

If you are adding or revoking 5 or fewer people

Add 5 or fewer employees.
Includes departmental registration for first time users.

Add 5 or fewer employees.
For those departments already registered with us.

Remove (revoke) 5 or fewer employees.

If you are adding more than 5 people

Request a blank database
(For first time users with more than 5 names to add and the contact person is not already registered with us.

Request a blank database
(For first time users with more than 5 names to add and the contact person is already registered with us.

If you are revoking more than 5 people OR need to make other changes (such as name changes when someone marries)

Request a copy of your current database.
If you kept your database (didn't delete it) after you submitted it to us you don't need to request a current copy UNLESS you've used the Submit 5... or Remove 5... options above since you submitted it. If you have used those forms then your local database won't match our records.

Departmental contact information

On-line review of current departmental contact information.
(Some information is viewed as confidential and is not shown on the web page, e.g., home telephone numbers. See next item.)

Request current information on departmental contact.
(Includes all information we have on file, including home telephone, pager, etc. Will be sent only to the contact person or the department head.)

Update/Register departmental information.
Registering means providing your department's name, the contact, etc., not the list of employees who should have emergency IDs.

Used to change information for a previously registered department...
...or to register a new department.
If you are submitting 5 or fewer names you can register your department (but not update information) and submit the names on the same form - click the Add 5 or fewer... option above.
If you are requesting a blank database (see above options) and HAVE NOT registered with us, choose the first of the two options and you can register with that form.

Review the employees currently with IDs

Send us Email.

Before you download

If you don't have experience setting up sub-directories and downloading files, here's some help.

We suggest keeping your database in it's own sub-directory. One way to do this is to:

Click the START button
Go up to Programs
Click on MS-DOS prompt
Enter (type in then press ENTER): cd\
Enter: md emergency
Enter: exit
When you get to the page that allows you to Download the database
- Click on Download the database
- Click on Save file
- You'll get the usual windows box to select the location. Select C:\Emergency (the directory you just made)
Start MS Access
Open the database you just saved and follow directions on the screen
After you're done and have closed the database, send it back to Larry Stephens

Effective date: 21 Sept 2000