Chapter 3 – Personnel, Training, and Employee Relations

31070.4 Responsibilities

• Local personnel offices shall:

  • Issuance

    • Order, securely store, and issue IDInstitutions Division (see DAI) cards.

    • Verify completion of preemployment documentation (i.e., criminal records check, medical examination/health questionnaire, etc.). [See Department Operations Manual (DOMDepartment Operations Manual) Subsection 31060.]

    • Maintain the hiring authority’s record of issuance and retrieval of IDInstitutions Division (see DAI) cards.

    • Individuals shall complete and sign CDCRCalifornia Department of Corrections and Rehabilitation Form 894-A, Personnel IDInstitutions Division (see DAI) Card Info, for each IDInstitutions Division (see DAI) card issued to them. Individuals shall, while on duty and/or while on the grounds of a Department institution/facility, carry their identification cards on their person and produce the card upon request.

  • Retrieval

    • Individuals shall surrender the IDInstitutions Division (see DAI) card to their supervisors or local personnel offices under the following circumstances:

      • On or before the expiration date shown on the card.

      • Upon separation from the Department.

  • An employee transferring, promoting, or demoting within the Department shall retain the IDInstitutions Division (see DAI) card until a new card is issued.

    • The receiving facility or headquarters shall collect and destroy the old IDInstitutions Division (see DAI) card.

    • The receiving facility or headquarters shall email the sending location, notifying them of the date the IDInstitutions Division (see DAI) card was destroyed.

    • The sending location shall record and maintain the date the IDInstitutions Division (see DAI) card was destroyed.

  • Tracking

    • Each hiring authority, by the local personnel, shall maintain a database, binder, or bound book for a record of information on the issue, return, and disposition of each IDInstitutions Division (see DAI) card. This record shall include the following information:

      • Name of the individual.

      • Class title.

      • Date issued to the individual.

      • Serial number.

      • Signature of individual.

      • Public Employment Representative Board (PERBPublic Employment Representative Board) or designation,
        (i.e., management, supervisory, confidential, rank and file, retired, temporary,
        or volunteer).

      • Expiration date.

      • Date the card is destroyed because of expiration, separation, transfer, promotion, demotion, or replacement issued because the card was lost, stolen, or mutilated.