Contractor / Vendor ID Card Policy

Policy Description

Purpose

To provide a means of immediately identifying what contractors and vendors employed by the Department of Facilities Engineering (DFE) are working on campus, where they are working, and who is authorized to be on campus. The enforcement of this guideline will help to enhance overall campus security.
Scope This guideline applies to all contractors and vendors hired by Facilities Engineering who are performing work on the main campus or any satellite buildings. It does not apply to firms that are just making deliveries to campus.

Definitions

• Contractor - A person or entity who, as part of an independent business, provides construction services to the Department of Facilities Engineering.
• Department of Facilities Engineering (FE) – The University department that is responsible for the maintenance, repair, and construction of the universities buildings and grounds.
• Department of ID Services (IDS) – The University department responsible for issuing temporary and permanent picture ID cards.
• Department of Public Safety & Security (PS&S)-The Seton Hall Department responsible for campus safety and security.
• Job Supervisor- The Facilities Engineering employee responsible for supervising the project.
• Normal Work Day- The daily hours between 7:00 am and 3:30 pm Monday thru Friday except holidays.
• Vendor- A person or entity who provides recurring contract services to the Department of Facilities Engineering, and whose employees are assigned to Seton Hall.
  

Responsibilities for Vendor ID:

Contractors- are responsible for ensuring their employees and sub-contractors adhere to this guideline. Specific responsibilities include:

• Assuring their employees wear the ID tags in a conspicuous place.
• Notifying FE of any lost or stolen ID tag
  

Facilities Engineering - is responsible for establishment, implementation, enforcement, and administration of this guideline with Facilities Engineering contractors and vendors. Specific responsibilities include:

• Providing resources for equipment and personnel training.
• The training of Seton Hall’s contractors and vendors on this guideline.
• Maintaining a list of authorized contractors and vendors.
• Notifying PS&S of any revocation of authorization for any vendor or contractor
• Notifying PS&S of any lost or stolen ID tag
  

Facilities Engineering Safety Coordinator - is responsible for the development and maintenance of this operating guideline. Specific responsibilities include:

• Annually review this guideline in conjunction with the Director of Facilities Engineering, and amend as required.
• Annually review this guideline in conjunction with the Director of Public Safety & Security.
  

Job Supervisor- is responsible for the daily operation of this guideline with contractors/vendors under his/hers supervision. Specific responsibilities include:

• The completion of the Contractor/Vendor& Parking Request form.
• Assuring the contractors and vendors are following this guideline.
• Maintaining the Contractor on Site Sheet (see appendix A)
• Notifying the Director of Facilities Engineering of any contractor or vendor falling to adhere to this guideline
• Requesting assistance from PS&S for escorting off campus any contractor or vendor refusing to adhere to this guideline.
  

Public Safety and Security - is responsible for authorizing/issuing the appropriate vendor ID, and parking permit to DFE authorized contractors and vendors. Specific responsibilities include:

• Supplying Facilities Engineering with the Contractor/Vendor & Parking Request form.
• Authorizing and issuing the daily temporary bleed thru vendor ID to contractors whose work on campus will take from 1 to 5 days to complete.
• Authorizing the issuance of a Seton Hall University temporary picture ID for FE contractors whose work on campus will take more than 5 days to complete.
• Authorizing the issuance of a Seton Hall University picture ID for FE vendors.
• Assisting Facilities Engineering in the enforcement of this policy.
  

Vendors - are responsible for ensuring their employees and sub-vendors adhere to this. Specific responsibilities include:

• Assuring their employees wear the ID tags in a conspicuous place.
• Notifying FE of any lost or stolen ID tag
  

Procedures

All outside vendors and contractors working for DFE must physically report to the Department of Facilities Engineering (DFE) office when they arrive on campus to start a job. They will identify the purpose for entering the campus and the Facilities Engineering Supervisor who authorized the visit. They will complete the three part Contractor / Vendor ID and Parking Request Form for every employee. This from will include at a minimum the company name, the employees name, the employees cell phone number, the work site, the authorized dates for the visit, the identification of their vehicle, and the estimated days required to complete their work. The vehicle section of the CV&P form shall be filled out for any additional vehicles the contractor brings on campus. The contractor will sign for any access keys issued to them. The Facilities Engineering Job Supervisor will log the start time, sign the form, and retain the pink copy of the CV&P form.

Upon completion of the day’s work, the contractor or vendor will contact the office of Facilities Engineering and notify the job supervisor that he is finished and is leaving campus for the day.

Contractors whose scope of work requires 1 to 5 days to complete will report to the Department of Facilities Engineering daily to sign in, and to complete a new CV&P form for any new employee, then report to Public Safety and Security with their CV&P form, for their badges, and parking permit. If a different vehicle is brought on campus a new CV&P form must be completed.

Contractors whose scope of work requires more than 5 days to complete will report to the Department of Facilities Engineering initially to complete the CV&P form for every employee, then report to Public Safety and Security with their form. Public Safety and Security well sign the form in the appropriate place and direct the contractors to IDS in Duffy Hall to receive their picture ID. There after the job foreman and any new employees will report to Facilities Engineering daily to sign in and record those employees on campus that day, and to complete a new CV&P form for any new employee, the new employee will report to Public Safety and Security with their CV&P form. And complete the above process. If a different vehicle is brought on campus a new CV&P form must be completed.

Vendors of recurring contract services whose employees are assigned to Seton Hall and make many visits to the campus will report to the Department of Facilities Engineering initially to complete the CV&P form for every employee, then report to Public Safety and Security with their form. Public Safety and Security well sign the form in the appropriate place and direct the contractors to IDS in Duffy Hall to receive their picture ID. There after the vendor will report to Facilities Engineering whenever and new employee will be on campus for a vendor ID card. These cards will be limited to one year from the date of issue before they will have to be re-issued.

Contractors who come on campus for emergencies during off hours will also be required to obtain a temporary ID card. The employee will stop at the guard booth as he enters campus. He will tell the guard who he is, the firm’s name, and the nature of his visit, and the Facilities Engineering supervisor authorizing the visit. The guard will issue him a temporary ID card. “Off hours” are Monday – Friday, from 5 p.m. to 7 a.m. and Saturdays, Sundays, and holidays.

Employees of contractors and vendors shall wear their ID cards displayed on the front part of their bodies at all times while on campus performing their tasks.

Contractors and vendors refusing to comply with this policy will void their contract or agreement and not be allowed to continue work at Seton Hall University.

Employees of these firms who do not have ID cards will be asked to get them before continuing work. If any individual refuses to obtain, or wear, an ID card he will be escorted off campus by the job supervisor, and a security officer from PS&S.

ID cards are the property of the University and must be returned at the conclusion of a job. Contractors will be responsible for the cost of replacement if the permanent ID card is lost or stolen through any negligence of the worker.

The CV&P form will be two hole paper punched and inserted in the log book and kept for a period of one year.

Personnel Protective Equipment:

None Required