I. PURPOSE

To establish procedures for:

A. The wearing of identification cards while in a police facility or at a crime scene.

B. The obtaining, replacing, and updating of identification cards.

C. The updating of personnel records photographs.

D. To increase the physical security of all police facilities and crime/traffic scenes.

II. IDENTIFICATION CARDS

A. The identification card shall be worn by all non-uniformed personnel while in a police facility or while at a crime scene. (Exception: members engaged in physical training)

B. The card shall be worn with the employee's picture in plain view and suspended by a plastic clip provided for that purpose. Said card should be attached to the upper left portion of body, i.e., (the collar, shirt pocket, etc.)

C. The Administrative Division shall be responsible for providing employees and reserve police officers with new or replacement departmental identification cards.

D. Employees shall be responsible for keeping their departmental identification cards up to date. Whenever it is necessary, the employee shall make an appointment with the Administrative Division to update the information and replace their card for, but not limited to, the following reasons:

1. Promotion.
2. Transfer from uniform to plainclothes or vice versa.
3. Change in badge, rank, or personnel data.
4. Damaged card.
5. Lost or stolen card.
6. Expired card (ID cards expire 5 years after date issued).

E. Personnel reporting a lost or stolen card shall submit a memorandum through their chain of command to the Assistant Chief of the Administrative Bureau.

If replacement is necessary because of any negligence or improper use and care of the card by the employee, he/she shall then be required to remit $2.00 for the cost of replacement to the Finance Division.

F. An I.D. card with the word "RETIRED" stamped diagonally across the face of it from left to right, will be issued to retired sworn personnel. The I.D. card shall contain a photograph of the retired person with his position designated by the word "Retired" followed by the last rank held by the person prior to retirement.

III. UPDATING PERSONNEL RECORDS PHOTOGRAPHS

A. The personnel officer shall be responsible for maintaining a current photo file of all employees as part of the personnel records.

B. Updating Process

1. Employees shall update their departmental identification photo during the month in which the identification card expires.

2. Administrative Division and Internal Affairs shall each receive a copy of the photograph.

C. Promotions

Promoted officers (sergeant/detective or higher grade) shall update their personnel photo files when their replacement ID cards are being processed.

D. Attire

Photographs for personnel files shall reflect the officer's assignment, i.e., field officers in uniform and plainclothes officers in appropriate civilian attire.

IV. SECURITY OF PHOTO FILES

A. Only authorized personnel are allowed access to the Administrative Division's photo file which is to be used only for identification purposes.

V. VISITOR'S PASSES

A. In general, visitors to the Hawaii Police Department will be required to have visitor's passes while in any police facility unless accompanied at all times by a department employee. Persons receiving visitor's passes will be required to sign the visitor's log for that division or section and will not normally require an escort.

1. RED - RESTRICTED PASS - Visitor to proceed only to a specific office as indicated on the sign-in log, unless escorted into another area by a department employee.

a. Relatives of department personnel will obtain passes prior to entry unless escorted by a department employee.

b. Service personnel for office machines must obtain a pass unless escorted.

2. GREEN - UNRESTRICTED PASS- Visitor has general access to the police facility with the exceptions of restricted areas such as Communications, Property Control, and the Laboratory. Wearer must have business in the area visited.

a. County employees will be required to obtain visitor's passes unless escorted by a Police Department employee.

b. County maintenance and janitorial personnel (i.e. Public Works) may display their ID cards on their shirts in lieu of wearing a department pass.

c. Volunteers will be required to obtain a green pass until such time as their department ID is issued.

d. Law enforcement personnel (i.e. FBI, DEA, DOCARE) will be issued a green pass unless they are escorted or in uniform.

3. NO PASS REQUIRED - All visitors without passes must be escorted at all times and will not be directed to proceed on their own. Escorts must be provided by the unit or section being visited.

a. Visitors for meetings will be escorted to and from the meeting by an employee of the unit or section conducting the meeting.

b. Tour groups will not be required to have passes. Persons on tour will be escorted by police department personnel at all times.

B. Visitor's Pass Log

1. The visitor's pass log shall be maintained by the section being visited. Each visitor shall be instructed of the restrictions of the pass issued.

2. All visitor's requiring passes shall sign the log identifying themselves and their destination in the Police Department. All visitors shall be instructed to return the pass to the issuing section upon completion of their business. It is recommended that some form of identification, i.e. a driver's license, etc. be surrendered by the visitor until their business is completed and the pass is returned.

VICTOR V. VIERRA
CHIEF OF POLICE

(New: 06-16-92)