To ensure a safe environment for the children and staff that attend, work and visit our schools in Prince William County, employees who work or visit schools, school division facilities or perform transportation duties and responsibilities are required to wear a photo-identification badge (I.D.).
Full-Time Employees - Full-time employees will have their photo taken for their I.D. badge during their orientation. Badges will be sent to the employee's work location through the inter-office mail. Transportation Services will take their employees photos and issue badges to Transportation employees.
Retirement Opportunity Program (ROP) Employees - Retiring employees who will be participating in our ROP program must surrender their employee identification badge and shall receive a specially designed ROP identification badge. This badge will be valid for one fiscal year, as designated on the badge.
Temporary Employees - All temporary staff (certificated, classified and temporary) is required to wear an appropriately issued date-sensitive, impermanent identification badge while working in a school division facility or performing school transportation services. The appropriate official of the school or office to which the temporary employee is assigned will issue these badges.
Temporary staff will not automatically be issued a PWCS I.D. badge. If the principal or supervisor deems it necessary that a PWCS I.D. be issued, then the principal or supervisor would need to notify the Director of Risk Management & Security Services in writing or by e-mail to request a badge be issued. The principal or supervisor will need to justify the need by providing the number of days, the total hours per day and the length of time the temporary employee will work. Also, provide the employee's social security number, as it will be needed to obtain the number for their I.D. badge. Once approved, this office will contact the employee to schedule an appointment to have a photo taken.
At the conclusion of a temporary's assignment, the principal or supervisor requesting the I.D. is responsible to collect the badge and return it to the Office of Risk Management & Security Services with a note stating that the employee is no longer working at their location and provide their last day of employment.
Lost Badges - If an identification badge is lost, the employee shall report the loss immediately to their manager/supervisor. The manager/supervisor must notify the Office of Risk Management and Security Services in writing or by e-mailing the Director of Risk Management & Security Services to report the loss and request a replacement badge be issued. Please provide the employee's name, social security number, and the school or office/department to indicate where to send the replacement badge. This information is needed to assure the correct badge is being replaced.
Broken Badges - Broken badges shall be returned to the Office of Risk Management and Security Services before a replacement is provided. It is necessary that you advise where the replacement badge needs to be sent. If the ID number is not visible on the damaged badge, please provide the employee's social security number. This information is needed to avoid any delay in the replacement being issued. Please DO NOT send in the lanyard, plastic sleeve, or clip. If a new lanyard, plastic sleeve, or clip is needed, please advise.
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Name Change - If you need to change your name on your badge due to a recent marriage or a legal name change, send the old badge to the Office of Risk Management and Security Services with a note requesting name to be changed and include where the new badge needs to be sent.
Resigned / Terminated Employees - When an employee resigns, retires, or otherwise terminates employment with the school division or is granted an approval of leave of absence that is expected to be longer than twelve (12) weeks, the employee shall surrender the identification badge to the appropriate manager at their assigned location. Upon receipt of a surrendered badge, the manager or principal shall forward the badge to the Director of Risk Management and Security Services who shall be responsible for destroying the badge. The manager or principal shall pursue collection of the identification badge in cases where an employee terminated employment without surrendering the identification badge.
When returning identification badges, please advise Risk Management and Security Services that the person has resigned, retired, or was terminated with their last date of employment.
As an additional measure, a reminder flyer and a postage-paid envelope addressed to the Office of Risk Management and Security Services will be mailed in the exit packet sent from Human Resources to all employees who retire, resign, or are terminated. The identification badge may be placed in the envelope and mailed directly to the Office of Risk Management and Security Services.
Additional Questions Regarding I.D. Badges - See Regulation 501.06-1, Employee Identification. See Attachment I to Regulation 501.06-1, Visitor Log.
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Prince William County Schools (PWCS) welcome visitors! Visitors include parents, citizens, invited speakers, observers from colleges, salespersons, news media, volunteers, coaches from other schools and tutors. School Division employees not regularly assigned to a given facility are also considered visitors and shall report to the appropriate office and follow all sign-in procedures. However, there are safety precautions that must be followed by all visitors.
All visitors shall be required to report to the main office of the school or School Division facility, provide and leave a valid government photo identification, and state the nature of their visit to the School Division facility. Visitors must produce one of the following forms of valid government issued identification, containing a full name, date of birth, and photograph:
- U.S. or foreign driver’s license
- U.S. or foreign government ID
- Military ID
- Department of Motor Vehicles photo ID
- Passport
- Permanent Resident Card (Green Card)
- Re-entry permit
The visitor identification badge or the PWCS employee photo-identification badge must be worn in a manner that makes them readily visible to students and staff in the School Division facility. Upon completion of business in the School Division facility, the visitor shall report to the office to turn in the visitor identification badge, and collect their photo identification before exiting the facility. Each School Division facility shall have a procedure to inform visitors and staff of the visitor identification badge requirement.
The only visitors to schools or other school division facilities that are not required to obtain a visitor’s identification badge are:
- Law enforcement officers, when in uniform and/or displaying their badge of authority prominently, are not required to obtain a visitor’s badge or surrender an ID, as their identity is clear. Law enforcement officers must sign in on the visitor’s log.
- Prince William County School Division’s Supply Services delivery personnel that are not going past the main office or loading dock are not required to sign in on the visitor’s log.
Visitors who are unable to produce identification acceptable to the Visitor Identification System must meet with a building administrator or school security immediately. Visitors with a legitimate educational purpose in the building will be granted access for such purpose subject to any conditions imposed by the school.
Additional Visitor Questions - See Regulation 926-1, Visitor Identification.
The Prince William County School Division does not discriminate in employment or in its educational programs and activities against qualified individuals with disabilities, nor on the basis of age, gender, race, color, religion, or national origin.
Updated: 11/30/2007
