University staff will receive updated staff cards this year, each featuring a photo. They will offer access to facilities like printing, parking and using coffee machines. The new cards will also play a crucial role in the university’s security improvement plan, boasting a more secure chip than their predecessors and a design to make employees more easily recognisable.

Calling each other to account

To achieve this, the new cards must be worn visibly in certain areas, whether on a belt or a lanyard. This measure is intended to prevent unauthorised individuals from gaining access to the buildings. The Executive Board expects employees to call each other to account if they are not visibly wearing the ID card.

This new measure is a response to a security assessment conducted by the Real Estate and Facilities department on campus. A trial run of visibly wearing staff passes is already underway in the Real Estate and Facilities and Erasmus Digitalisation and Information Services departments. Given the dynamic nature of the Sanders building, where various employees work flexibly, the cards help clearly identify non-employees. The exact timeline for the universal adoption of the new passes remains uncertain.

‘Not mentioned anywhere in the regulations’

To enforce the mandatory wearing of the new ID cards, the Executive Board plans to amend the ‘Rules of Procedure of EUR for Buildings, Grounds and Facilities’. Although the existing regulations from 2020 already require identification when security requests this, the Executive Board would like the new regulations for 2024 to explicitly state that ‘employees must have the employee ID card with them at all times to identify themselves upon request’.

The proposal for the new employee cards was discussed in the University Council just before Christmas. The council highlighted that the proposal for amending the regulations does not explicitly state that the employee ID card must be visibly worn.

Uncertainty remains

There are also lingering questions about how the new ID cards will be checked. It remains unclear how security will distinguish employees from students, especially considering that students have not received physical student cards since 2020. The old cards lacked an expiration date, allowing former students to retain access to the buildings. Consequently, the university transitioned to a digital ID card in 2020.

One example of a location where the ID card must be visibly worn is the Sanders building, where a pilot programme with flexible workspaces has led to a diverse mix of employees. The idea is that the new cards will immediately clarify whether someone is a staff member.


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