1.
Purpose
All staff of the RCH are required to have two forms of
identification:
1. A Staff Identification
Card or Authorised Visitor Card which is also contains a proximity code so
that access can be gained to authorised spaces in the building (see section 4.1
below)
The Identification which is to be worn by all staff and
authorised visitors at all times on RCH premises.
Staff are provided with an RCH
retractable device on which to place the ID card.
This is an important aspect of organisational security as RCH
operates 24 hours a day, 7 days per week with access to staff and visitors at
any time. Access to restricted areas will not be granted if a staff member cannot
prove their identity with an identification card.
2. A Name Badge – This is to help
improve visibility of staff names and roles. Name badges are an important tool
to support the RCH’s ‘Hello, My Name Is’ campaign (see section 4.2
below)
2.
Definitions
Staff Identification card is a plasticised card with a
RCH or Murdoch Children's Research Institute logo. The identification card will
display the employee's photo and state the employee's name, position title, and
employee number.
Name badge - a plastic badge with a magnetic backing and an RCH
logo and displays the employee’s name and role or department. Staff employed in
a fixed term capacity (less than three months) and/or casual staff who work
less than one-day per week, will not be supplied with a name badge.
All staff means all staff employed or engaged by RCH including employees on
fixed term or ongoing contracts, casual staff, external agency staff and
contractors deployed at RCH, students and volunteers. It also includes MCRI
(Murdoch Children's Research Institute) staff, students, volunteers and visiting
staff.
All authorised
visitors applies to university staff affiliated with RCH and guests
invited by RCH staff who are requested to be at RCH premises, but excludes
patients and persons related to patients.
Formal identification is regarded as a driver's licence,
passport or birth certificate. For the purpose of replacing an identification card,
the presentation of an old identification card will be sufficient as
identification
LOTE (Languages Other Than English). RCH staff have the option of identifying that
they speak LOTE, by displaying the flag of the country where the language is
spoken, on their badge. There is space for a maximum of three flags. Staff who speak LOTE should
NOT interpret for patients and families who are Culturally and Linguistically
Diverse (CALD) or from a Non-English Speaking Background (NESB) and should
instead engage Interpreter Services.
3.
Responsibilities
RCH staff (and authorised visitors) are
responsible for:
- Wearing their staff ID cards and name badge at
all times on RCH premises and not outside RCH premises unless on official
business.
- Understanding that the staff ID card and the
name badge remains RCH property and must be returned to the Department Manager
upon termination of employment or when a new staff ID or name badge is to be
issued.
- Requesting the Department Manager for a
replacement name badge if the badge is lost or damaged or if the employee is
appointed to a new position where the role on their current name badge is no
longer applicable or where the employee has a legal change of name.
The Department Manager is responsible for:
- Placing requests for staff identification cards
and name badges (for new employees and replacement name badges);
- Ensuring all staff in their area of
responsibility wear a staff ID and name badge at all times.
- Receiving returned staff ID and name badges from team
members upon termination of employment Human Resources is responsible for
ensuring that staff are entered into the HR system prior to their commencement.
The Security Office is responsible for checking
identification and issuing a staff identification card.
The Purchasing Department is
responsible for ordering name badges and receipting delivery of name badges
(see Section 4.2 below)
4.
Procedure:
4.1
Staff Identification Cards
Upon commencement, staff are required to:
- report to the Security Office and present appropriate identification.
The following are examples of appropriate identification:
- Passport (including
foreign issued passport)
- Australian Drivers
License
- Birth Certification
that is accompanied with government issued photo identification
Replacement Staff Identification Card:
- presentation of the old identification card will be sufficient as
identification
The Security Office will take a photograph and
create the staff identification card. The Staff identification card will be
issued to the staff member, along with a plastic holder and a retractable ID
card holder.
Security will program the card with the access
required and record the card details and handover date of the card to the
employee.
4.2
Name Badges
Name badges are an important tool to support the RCH’s ‘Hello,
My Name Is’ campaign:
Every patient, every time
- Introduce yourself and your role;
- Inform the patient the purpose of your visit; and
- How long the interaction will take.
Name badges must be worn by all RCH staff whilst on
RCH premises, in addition to an Identification Card (see Section 3.1 above)
Ordering Name Badges:
- Please
order the name badges via Coupa by clicking here
- Type
“name badge” in the search bar, there are two types of fit
- Magnetic fitting (the most common) - Alternatively use code 361320 in the serach bar
- Pin fitting - Click
add to basket and checkout accordingly with your delivery and cost centre
details
- Fill
in this form and attach it to the
requisition in Coupa
- For
access to Coupa, please email coupa@rch.org.au
Department
Managers
- Ensure
the attachment is uploaded stating preferred first name, surname (if
applicable), badge title/department, country of LOTE spoken (optional)
- Approve
the requisition for name badges placed in Coupa by your staff member.
Guidelines for Department Managers
- Name
badge orders should not be placed for staff employed on a fixed term
contract (less than three months) or casual staff who work less than one
day per week. These staff will not be required to wear a name badge;
- Senior
Medical Staff have the option of displaying a title (i.e. Dr, Prof,
A/Prof, etc.) on their name badge.
- All
staff can display their ‘preferred’ first name on their name badge.
- Only
name badges for Executive, Directors, Heads of Department/Department
Managers and Senior Medical Staff will display their surname.
- The ‘Surname’ field
must be left blank on the Name Badge Request Form for all
other staff.
- The ‘Badge
Role or Department’ field must follow the principles of the ‘Hello,
My Name Is’ campaign. The staff member’s general role (i.e.
nurse, doctor, physiotherapist, etc.) or the Department name may be
displayed. Refer to the name badges currently worn in your Department
to ensure consistency.
- All
staff can opt to display three flags to identify they speak a LOTE. The
staff member needs to identify the COUNTRY where the language is spoken,
NOT the language spoken. Under no circumstances should staff, who choose
to identify they speak LOTE by displaying flags on their badge, use it to
interpret for patients and families who are CALD or from a NESB.
- The
information that is entered into the Name Badge Request Form will
be printed on the name badge. It is the responsibility of Department
Managers to ensure all information is correct and that spellcheck has been
completed.
5. Related procedures