Phoenix Sky Harbor International Airport. Security Badging Office

Transcription

1 Phoenix Sky Harbor International Airport Security Badging Office Company Information Manual SECURITY BADGING PROCESS Revised September 2017 v.2

2 Table of Contents City of Phoenix Aviation Department - Security Badging Office Introduction... Security Badging Office Location Security Badging Office Hours 3 Security Badging Office Contact Information... 3 Setting up your Company for Security Badging 4 Letter of Verification 4 Company Application... 4 Documentation and/or Application Forms. 4 Establishing the Authorized Signer 5 Badge Enrollment of Employee.. Pre-enrollment.. Criminal History Records Check & Security Threat Assessment... Temporary badge and Clear Background Checks Training Badging Service Fees Certified Air Carrier & CHRC... Initial Badge Fees.. Renewal Badge.. Replacement Badge.. Lost Stolen Badge. Expired Badge... Badge Cycle, Company Extensions/Special Access Requests/ Deactivation of Badges, Termination of Employment, Audits Acknowledgement of Responsibility Tools, Traveling... Privileges (e.g. Escort, Vehicle Operations, Vehicle Insurance).. Compliance & Enforcement - Notice of Violation (NOV) U.S. Department of Homeland Security Customs & Border Protection Security Access Clearance.. Secure Our Airport Responsibly (SOAR). Important Points to Remember Page 2 of 22 Revised September 2017

3 Introduction Welcome to Phoenix Sky Harbor International Airport. Your business needs at our airport will require that some or all of your employees visibly display Airport Security Badges. Security Badging Office personnel will make every effort to provide you with a pleasant experience while you are going through the badging process. Through the Company Information Manual, we have found that by providing you with current and/or updated information and answering some frequently asked questions, you and your employees will be better prepared for the badging process. Security Badging Office Location The Security Badging Office is located in the Airport Operations Building between Terminal 2 and Terminal 3. You may park in one of the designated spots in front of the Operations Building. If you are attending a training class, please park in the Terminal 2 parking garage, and bring in to class the parking ticket to be validated. Enter the building through the main entrance and check in with the security guard in the front lobby. The guard is here to assist you, and may be able to provide you with answers to some of your basic questions. Our address is: City of Phoenix Aviation Department Security Badging Office 3300 East Sky Harbor Boulevard Phoenix, Arizona Security Badging Office Hours Monday - Friday... 7am until 5pm Closed every Wednesday 1000am 1100am for training and development. Testing is open on a walk-in basis from 7am with the last testing appointment 2pm.The office is closed on weekends and city observed holidays. Security Badging Office Contact Information (Requests for General Information) security.badging@phoenix.gov Security Badging Front Office (602) Office Fax Number (602) Security Badging Supervisor (602) Ground Transportation Office (602) Notice of Violations (602) Fingerprint Adjudication/Resolution (602) Airside / Landside Operations Supervisor (602) / 3326 Airport Communications Center (602) All Airport Emergencies (602) I. Setting up your Company for Security Badging Page 3 of 22 Revised September 2017

4 Before any airport badge can be issued to an employee of a company, the company must first be established with the airport and identify the person within the organization that will be designated as the company s Authorized Signer. All these tasks are accomplished through the airport s Security Badging Office. The Security Badging Office will require the following documents to get your company established in our system. A. Letter of Verification (Sponsorship Letter) This document must come from the companies Authorized Signer that is sponsoring your activity on the airport. The letter of verification, at a minimum, must: be written on sponsor s company letterhead indicate detailed company s scope of work at the airport provide detail of areas of the airport needing to be accessed indicate duration of contract to include expected start and completion date. Ongoing or open ended contract completion dates is not acceptable and will require date of completion indicate whether or not the company will need the ability to drive vehicles on the airport restricted areas airside provide the name of a person, who will become the Authorized Signer needs to be signed by the primary contract Authorized Signer and forward it to: security.badging@phoenix.gov B. Company Application In the same process as establishing the company with the Badging Office, the company must also first designate an individual(s) as the Authorize Signer for the company. Authorized Signers will be the company s main point of contact for the Badging Office. These signers will also be the only people who can authorize badges for employees with your company. You may wish to set up more than one Authorized Signer to ensure you have adequate staff available to manage badge applications. We will require each Authorized Signer to complete a Company Application. This application must be completed either in the presence of a Notary Public or a Badging Office Clerk. C. Documentation and/or Application Forms During the initial setup of the company and first identifying who the Authorized Signer will be for the company, application forms will be submitted to the Security Badging Office. All subsequent enrollments of company employees after the Authorized Signer has been established will occur through the Authorized Signer web portal. Applicants will not be required to submit paper badge application forms. All badge enrollment is conducted by the company s Authorized Signer through the security website and the Authorized Signer will be responsible for data entering information as required. Link to the Authorized Signer Badging Portal: D. Establishing the Authorized Signer (enrollment / badging process for Authorized Signer) Page 4 of 22 Revised September 2017

5 Authorized Signers must undergo a background check consisting of a fingerprint-based Criminal History Record Check (CHRC) and a Security Threat Assessment (STA) background check. The Authorized Signer must report to the Security Badging Office during business hours to be processed and fingerprinted. CHRC and STA results are typically received within 7-10 business days from the date the employee is fingerprinted. Regardless of the number of badged employees within the company, a company will at least have one active Authorized Signer at all times. Authorized Signers must maintain their Authorized Signer status by being in possession of a valid unexpired airport issued security badge and be current with their Authorized Signer training. Initial Authorized Signer training is conducted prior to the issuance of the badge. Recurrent Authorized Signer training is required every two years from the date last taken. Once CHRC and STA approvals are received, the Authorized Signer(s) will then be notified via to continue the badging process which requires taking SIDA and Authorized Signer training before an airport security badge can be issued. Upon possession of the airport security badge, Authorized Signer(s) are then eligible to enroll employees of the company to receive airport security badges. Authorized Signer(s) have the option of obtaining a security credential in lieu of an airport security badge. To add another Authorized Signer: add the Authorized Signatory to the badge holder via the Online Badging Portal SAFE and provide a paper Company Application for Air Operations Area Access. Authorized Signer Role and Responsibilities A few items of role and responsibilities, but not limited to: Must be familiar with the online badge Authorized Signer Online Portal SAFE Must have taken the initial and recurrent Authorized Signer training Must be in possession of an unexpired airport SIDA badge or ID Credential Must be familiar with the acceptable forms and documents that satisfy the STA requirement Must be familiar with the airport s badging process Must be familiar with the CHRC process and list of disqualifying crimes Must have taken and passed the SIDA training course Must have taken the airport s SOAR training course Must have taken the airport s Customer Service training course Must have taken the appropriate training course allowing execution of privileges such as Non-movement area driving, movement area driving, escorting, fuel handling, cart driving, etc. Responsible for immediately reporting lost or stolen badges and making changes to the employees record through the Authorized Signer Online Portal II. Badge Enrollment of Employee Once the company has established an Authorized Signer, the Authorized Signer can then begin enrolling the company employees to start and eventually receive an airport badge through the Page 5 of 22 Revised September 2017

6 online badge management system. The Authorized Signer will solely be responsible for entering the required information about the employee. Paper application forms will not be accepted. All information must be entered using the online badge management system. However, the paper application forms listed below can still continue to be a reference source to provide an example of the information that will be required during the badging enrollment process. Criminal History Records Check Background (CHRC) Security Threat Assessment (STA) Airport Badge Applications Forms A. Pre-Enrollment The Authorized Signer will be responsible for obtaining the required information about the employee and enter the data into the online management system called Online Badging Portal SAFE : Website: Use Internet Explorer as the browser only Log in: The address on file for the Authorized Signer Password: It will be set in this format: The first three letters of first name (first letter is lower case, next two letters are upper case), pound sign (#), and date of birth is this format yyyymmdd. For an example: John born on March 1, 1980 would have a password as such: joh# Forgot Password: Click on the forgot password link via and enter your log in ( address). The system will you the password. Authentication Code is the 4-digit PIN code associated with your SIDA badge or ID Credential Do not share your AS log in, password and/or authentication code with anyone! The online pre-enrollment via the Online Badging Portal SAFE: 1. Log into the AS Portal via the link 2. Use Caps Lock 3. Click on New Applicant link 4. Under General Tab, fill in all these items: o Last Name o First Name o Alias (if applicable) o Birth Date o Address (unique to the applicant) o Address Details: Address, City, Country, State and Zip Code o Phone number o SSN# (not required field, but if you have it than enter it) o Place of Birth o State (if born in US) o Citizenship Page 6 of 22 Revised September 2017

7 o Ethnicity o Employer (you can only pre-enroll under your company) o Job Title o Physical Details: Sex, Height, Weight, Hair Color and Eye Color 5. Under Privilege Tab, select a badge and privilege (if applicable): o Select the Badge Type dropdown and click Add o The Badge Type is pre-selected by the Security Office into your company badging template o For the Badge Type selected, only valid privileges are listed. Select the appropriate privileges from the Privilege drop-down and click Add. 6. Click on Submit and a pop-up will show up asking for an Enrollment Authentication, which is your 4-digit PIN code associated with your SIDA or ID Credential badge. o Click on Authenticate 7. To double check if the pre-enrollment was successful: o Click on Employee Tab and enter the badge holder s name you just pre-enrolled and click search. If the pre-enrollment was successful, the employee s name will re-appear. Once the employee is pre-enrolled by the Authorized Signer (employee application information is electronically submitted for the Security Badging Office to view), the employee must report to the Security Badging Office. The actual pre-enrollment process starts when the employee physically reports to the Security Badging. If the employee fails to report to the Security Badging Office within 30 days from the initial online pre-enrollment, the online application will be terminated. The employee will need to bring two forms of documentation / identification along with the service fees to the Security Badging Office. The two forms of documentation/identification, original and unexpired, are described in the Security Threat Assessment (STA) application form. Please ensure that employees have all the required supporting documents/identification during the badging process. Having these documents/identifications in hand will expedite the security background checks and overall, the badge issuance process. B. Criminal History Records Check & Security Threat Assessment All individuals requiring an airport security badge must undergo the TSA mandated background checks of Criminal History Records Check (CHRC) and Security Threat Assessment (STA). 1. Criminal History Records Check (CHRC) Fingerprinting of the applicant is required to obtain a criminal history record check on an Page 7 of 22 Revised September 2017

8 individual. The TSA has identified a list of disqualified crimes that if an applicant has been convicted of any of the crimes listed during the past ten years; it will result in the applicant s disqualification from the badging process. Applicants will be provided a list of the disqualifying crime to which the applicant will select the appropriate response. The Security Badging Office will review the results of each criminal history record check and make determination on disqualification. Some results require further review due to the criminal record disclosing a prior arrest but does not indicate if the individual has been convicted or not. Employees who have a match or potential match with a disqualifying crime will be notified and may need to go through an adjudication process before they will be eligible for a badge. For the adjudication process, the Security Badging Office will (1) notify the Authorized Signer(s) via and (2) will send via postal mail an official notification letter to the employee at the address provided in the employee s record. Within 30 days of the notification, the employee is then responsible for contacting the Security Badging Office at the number noted on the letter to resolve any outstanding issues. Due to confidentiality and Transportation Security Administration (TSA) Regulations, the Badging Office can not release any detailed information regarding the adjudication process. The employee will be fully responsible for retrieving the necessary court documentation to resolve the issue within a defined period of time. These documents will then be provided to the Security Badging Office for review and resolution of the charge. The documents provided must have originated from the courts and / or legal process and be satisfactory to the Security Badging Office in determining resolution to the charge. The employee must clear the CHRC adjudication, otherwise the badging process is discontinued and the employee is disqualified from receiving an airport badge. 2. Security Threat Assessment Along with the CHRC check, the Security Badging Office is required to verify the identity of the applicant and authorization to work in the United States. This is accomplished by the applicant submitting a combination of specific documents and/or identification. Refer to the section Security Threat Assessment application forms for a detailed list of documentation / identification, original and unexpired, required by the applicant. The Security Badging Office will maintain a copy of the document / identification for audit purposes and submit the required information to the TSA for their review and approval. If TSA determines that the applicant does not satisfy the requirements based on the information submitted addressing the STA, TSA will provide redress instructions to the applicant. The employee must clear the STA check, otherwise the badging process is discontinued and the Page 8 of 22 Revised September 2017

9 employee is disqualified from receiving an airport badge. Temporary Badge Since June 2017, a new Temporary Badge is implemented in our badging system. These temporary badges will be issued to any new SIDA or Sterile applicant that is processed for a badge at Sky Harbor Airport. When the applicant comes to our office to be fingerprinted they will be issued the temporary badge that will expire in 30 days. This will allow the applicant to be escorted while they are awaiting their airport security clearance. Authorized signers will not be required to do anything additional in the badging system to have their applicants receive this badge, it will be automatically populated. The temporary badge will need to be returned to the office when the applicant s security checks are approved. If the temporary badge is lost, it would need to be reported to the Security office immediately. This Temporary badge will be issued at no cost to the company and/or badge holder. C. Cleared Background Checks & Training CHRC fingerprint checks and STA s are required for all badge applicants. Fees at the prevailing rate are payable at the time of fingerprinting and are non-refundable. The Security Badging Office will only notify the Authorized Signer(s) via when employees have cleared the fingerprint-based Criminal History Records Check (CHRC) and Security Threat Assessment (STA). Once the company is notified through the company s Authorized Signer that an employee s CHRC and STA check has been cleared, the employee has 30 calendar days from the date of notification to complete the badging process. If the employee does not obtain an airport badge within 30 days from the date of being notified, the employee will be required to restart the fingerprinting process over and additional fees will apply. Upon being notified that the backgrounds have cleared and returning to the Security Badging Office, the employee will then be required to undergo security training and other subject matter training as applicable and pertinent to the employee s role and privileges. Training is required for all individuals who have unescorted access to the restricted and/or Sterile areas of the airport. The training must be completed prior to the issuing of the airport badge which results in the individual being granted unescorted access to the restricted and/or Sterile areas. 1. Security Training (SIDA, Sterile) Page 9 of 22 Revised September 2017

10 Applicants may not take training until they have successfully cleared the CHRC fingerprint check and the Security Threat Assessment (STA). In July 2017, The Security Badging Office implemented a new online training program for SOAR (Secure Our Airport Responsibly), Customer Service Video and Airfield Driver Training (for those who are approved for airfield driving). This means that badge applicants who have cleared background checks can take these trainings outside of the Security Badging Office from their own computers or from company computers. The training badge enrollment system requires valid addresses for applicants. Authorized Signers are required to data enter employees valid addresses into the Authorized Signer Portal, when enrolling the applicants for new and renewal badges. An applicant s work address is acceptable as long as it is unique to the applicant, not a generic or shared address, or the system will not allow the training to be sent to the applicant. In the event the applicant does not have an address, they will be required to create one even if it s temporary. The training system requires a valid address or the applicant will not be able to complete the training and receive the airport badge. Training is required by the Transportation Security Administration for all security-cleared employees to receive a badge. Security Identification Display Area (SIDA) badge applicants (those who are required to have unescorted access while in designated SIDA areas) as well as Authorized Signers must attend security training prior to receiving their badge. Authorized Signers will also be required to attend Authorized Signer training to review their signer responsibilities. All applicants will still be required to take airport Sensitive Security Information (SSI) courses SIDA or Sterile Area Training in the airport s Security Office during office hours. For SIDA or Sterile Training, if an employee fails to pass a training module, the employee will be required to retake the same training module the next available training day. The Training Office is open from Monday Friday, 7am to 4pm with 2pm being the latest time to start a training module. III. Badging Service Fees CHRC fingerprint checks and STA s are required for all badge applicants. Fees at the prevailing rate are payable at the time of fingerprinting and are non-refundable. Please check with the Security Badging Office to obtain the latest fees. Forms of payment that are acceptable include cash, company check (no personal check will be accepted), Visa, Master-Card, Discover, American Express or money orders. Payment will not be accepted over the phone. Page 10 of 22 Revised September 2017

11 Important: All processes involving the initial, renewal, and replacement of badges is the responsibility of the Authorized Signer and is accomplished online via the Authorized Signer web portal, SAFE. CHRC Fingerprint Fees/Initial Badge Fee $32 per applicant Initial STA fee $7 per applicant Initial Badge Control Fee $50 per applicant Renewal Badge Fee* Renewal CHRC Fingerprint (every 2 years) $10 per applicant $27 per applicant Replacement Badge Fee $10 per applicant Lost / Stolen Badge Fee** $50/75/100 per occurrence (In addition to above fees, lost/stolen badge applicants will also be charged a $10 replacement fee) Training Classes No Charge A. Certified Air Carriers & CHRC Certified Air Carriers that fingerprint their own employees will be charged $12 which covers the initial badge and STA fees and will be required to furnish the CHRC Case Number and CHRC dates (CHRC date submitted and CHRC date approval dates) in the enrollment process for both the initial and renewals process. B. Initial Badge Fees The total cost of a SIDA badge is $89 which is comprised of the CHRC/administrative fee ($32), STA fee ($7), and the Badge Control fee ($50). The CHRC/administrative and STA fees are nonrefundable. The Badge Control Fee, $50, is reimbursed upon returning the badge to the Security Badging Office. The ultimate goal for each badge holder and every company Authorized Signer is to return the badge to the Security Badging Office. Depending on who paid for the Badge Control Fee, it will be refunded either to the employer or applicant/employee. It will take up to 6 8 weeks for the refund check to be mailed. C. Renewal Badge All badge holders needing to renew their badge must bring two forms documentation/identification, original and unexpired, to be presented at the time of renewal. See STA application form for examples. The airport security badge does not count as one of the two forms for acceptable documentation/identification. The Security Badging Office is required to review the identification and employment authorization documents on initial and subsequent renewals of the airport badge. For the renewal badge and in addition to the $10 Renewal Badge Fee, a $27 re-fingerprint fee for the recurrent CHRC background check will be incurred upon the badge renewal or 2 years from the last time fingerprinted. Subsequent fingerprints (recurrent CHRC background check) will be required every two years upon badge renewal. Page 11 of 22 Revised September 2017

12 Badge holders with driving privileges and needing to maintain driving privileges will also be required to present their driver s license at the time of renewing the airport badge. Other privileges such as CBP, Movement Driving, Fuel Handler, etc, will require the necessary approvals. Badges are to be renewed within 60 days leading up to and before the badge expiration date. Failure to renew before the expiration date will result in the requirement to retake the security training modules. The online changing badge into Renew Status via the Online Badging Portal SAFE: 1. Log into the AS Portal via the link 2. Click on Employee Tab 3. Type in the person s name of the badge you wish to loop up (change badge into Renew) and click on search button 4. Go to Access Cards and check mark the box to the left of the current Active card 5. Use the drop down box the card status to select Renew status 6. Then, click on the Update button and click the Save button. 7. Finally, send the badge holder to the Security Badging Office during business hours to get the badge renewed. D. Replacement Badge Badge holders needing to replace a badge due to damage, worn, torn, malfunction, legal name change etc. must present their current badge in order to have it replaced. E. Lost Stolen Badge This is a progressive loss charge incurred ($50, $75, $100) based on the number of incidents in addition to the initial cost to replace the badge, $10. The fees are to be paid prior to the replacement badge being issued. For the second incident of a lost/stolen badge, this will automatically result in the issuance of a Notice of Violation (NOV) to the badge holder. Badge holders must immediately report a lost, stolen, or unaccounted airport badge to the Security Badging Office during normal business hours at (after hours contact the airport Communication Center, ). In lieu of not having the airport badge, the badge holder will need to present identification in the form of an unexpired government issued photo ID. The online changing badge into Lost/Stolen Status via the Online Badging Portal SAFE: 8. Log into the AS Portal via the link 9. Click on Employee Tab Page 12 of 22 Revised September 2017

13 10. Type in the person s name of the badge you wish to loop up (change badge into Lost/Stolen) and click on search button 11. Go to Access Cards and check mark the box to the left of the current Active card 12. Use the drop down box the card status to select Lost or Stolen status 13. Then, click on the Update button and click the Save button. 14. Finally, send the badge holder to the Security Badging Office during business hours to get the badge replaced. 15. Remember: Once a badge is put in the Lost/Stolen Status, if the employee finds the badge; they should not try to use it until it is reactivated by the Security Office. Attempting to use the badge before it is reactivated could result in Police and Operations responding and a Notice of Violations being issued. 16. Also, the steps above can be used to put badges into renewal and damage status. F. Expired Badges All badges are printed with an expiration date. Badge holders are accountable to ensure awareness of when the badge is to expire and to renew the badge before the expiration date. Badges that expire are automatically inactivated by the access control system. Badges that are expired are to be returned to the Security Badging Office. Expired badges are not to be used under any circumstance. Any attempt to use an expired badge will result in penalties. An expired badge no longer authorizes the badge holder unescorted access into the restricted and/or sterile areas of the airport. Failure to renew an expired badge thirty (30) days from the date of the expiration date will result in the individual to undergo the security background checks and re-testing. IV. Badge Cycle, Company Extensions/Special Access Requests/ Deactivation of Badges, Termination of Employment, Audits A. Badge Cycle Once a company is set up with the Security Badging Office, the initial badge issued to all applicants will expire six (6) months from the date of issuance (or up to contract completion date if less than six (6) months from issue date). After the first six-month badge, badges will be issued with expiration dates: (1) up to the company s contract completion date (as noted in the letter of verification on file), or (2) two years from the date when last fingerprinted. It is the responsibility of each badge holder to know the expiration date of his/her badge. All badges will have an expiration date and all badges will expire. The badge holder has within 60 days and leading up to and before the badge expires to renew their badge. If a badge holder comes in any time after 30 days of the badge expiration date, the badge holder will be required to retake and pass the security training modules before a renewal Page 13 of 22 Revised September 2017

14 badge can be issued. If the badge holder comes in 30 days after the expiration date, the badge holder will not be able to renew and is starting on the badging process as a new applicant. Badges will not have expiration dates (1) greater than the original contract completion date as indicated in the Letter of Verification or (2) greater than two years from the date last fingerprinted. B. Company Extension Should there be a need to extend the original contract completion date, it is the responsibility of the Authorized Signer to contact the company that is sponsoring your activity to request an update to the original Letter of Verification showing the new contract completion date. Badges will not be renewed beyond the original contract completion date as stated in the Letter of Verification on file with the Security Badging Office. The Sponsor/Primary Contract holder will need to the updated Letter of Verification to: security.badging@phoenix.gov. C. Special Access Requests All access privileges assigned to employees of a company have been pre-determined as result of the information contained in the Letter of Verification. Any request for changes to these privileges must originate with the company Authorized Signer and with the acknowledgement of the Authorized Signer sponsor. The Security Badging Office has full discretion to approve or disapprove any request for changes. D. Deactivation of Badges The status of the employees badge can be changed depending upon the status of the employee. Examples of card status include lost, stolen, etc. These actions are accomplished by the Authorized Signer through the online badge management portal, SAFE. E. Termination of Employment Once the badge holder has no longer a need for the airport badge and/or no longer employed by the company that authorized the employee to receive a badge, and/or there is no business need for the employee to have airport s access, the Authorized Signer must immediately change the status of the employee to terminated. These actions are accomplished by the Authorized Signer through the online badge management portal, SAFE. The badge/sida needs to be returned to the Security Badging Office. It can be delivered in person or mailed. The online Termination via the Online Badging Portal SAFE: 17. Log into the AS Portal via the link Click on Employee Tab 19. Type in the person s name of the badge you wish to loop up (terminate) and click on search button. 20. On the General Tab under Status where it shows Active select Terminated and click on the Save button Page 14 of 22 Revised September 2017

15 21. Remember: Once you terminate the record, the badge will be inactivated and cannot be used by the employee. Also, remember to collect the badge and return it to the Security Badging Office. Attempting to use the badge could result in Police and Operations responding and a Notice of Violation being issued. If you terminate an employee s badge in error, please contact the Security Badging Office immediately. If you need to terminate a record that is in a pre-enrolled status, you will need to our office to terminate those records. F. Audits The Security Badging Office will periodically conduct audits of the airport issued badge. Participation by the Authorized Signer is mandatory and compliance with badge management practices is important to ensure the task is accurate and successful. Audit information is subject to review by the TSA. V. Acknowledgement of Responsibility Tools, Traveling The Transportation Security Administration (TSA) has mandated that no prohibited items be allowed in the terminal areas beyond the Security Checkpoints. These areas are in the passenger concourses, and are commonly referred to as Sterile Areas. Examples of prohibited items include, but are not limited to: knives, ice picks, razors, tools, and basically any item that could be used as a weapon. A comprehensive list of permitted and prohibited items can be found in the air traveler section of the TSA website at A. Tools The TSA has granted exceptions for employees who are required to use tools in order to perform essential job functions. All employees, as part of the subject presented in the security training modules, are presented information regarding their responsibility when needing to work with tools while in the Sterile Areas. All employees should be made aware that prohibited tools must never be processed through passenger security checkpoints. Employees must never leave tools unattended or unsecured in these areas. Employees are to find alternate methods for bringing tools into Sterile Areas. Please contact the Badging Office Supervisor or an Airside Operations Supervisor if you have any questions regarding this tool policy. B. Traveling Employees are not to use their airport badge/credential other than for the purposes it was intended for and must abide by and is subjected to all federal and/or airport rules and regulations. Employees in possession of an airport badge/credential and who are traveling as passengers must go through a TSA screening checkpoint when entering the passenger concourse and remain at all times in the passenger concourse after entering. Should an employee fail to remain in the passenger concourse and at any time access a restricted area, the employee must exit out of the passenger concourse and undergo TSA checkpoint screening once again. VI. Privileges (e.g. Escort, Vehicle Operations, Vehicle Insurance) Page 15 of 22 Revised September 2017

16 Badge holders in need of additional privileges in order to perform their duties will be required to undergo the appropriate training associated with each privilege. Escort and Vehicle Operations (non-movement areas) are but a few privileges assigned to badge holders. Other privileges include fuel handler, movement area driving, cart driver, CBP, etc. each of which require additional training specific to the privilege and/or submission of background checks in the case of CBP access privileges. The company s Authorized Signer affirms the employee s job responsibilities and is therefore responsible for assigning the privileges to employees as needed. A. Escorts Escorts are only intended for personnel who have a short term or temporary need to access restricted and/or sterile areas. Personnel who are under contract to perform work for an extended period of time must process for security badges through the Security Badging Office. Contact Security Badging Office for further guidance. Employees (new hires, re-hires, etc.) who are working in the restricted/sterile areas cannot be escorted into these areas unless the employee has begun the badging process. The badging process starts when the employee reports to the Security Badging Office and submits his/her fingerprints, documentation and the Temporary Badge is issued. 1. Positive Span of Control The badged employee is responsible for ensuring the escorted person(s) is within their positive span of control at all times. Sky Harbor Airport defines positive span of control to be a distance where you can visually see the person (direct line of sight) and can vocally control the person s actions without the use of amplification or electronic devices. The badge must be worn on the outer most garment above the waist, and any other badged employee should be able to recognize that the escorted person is within your positive span of control. You are responsible for the people you escort the entire time they are in the restricted areas. You may transfer the responsibility of the escort to another badged employee with escort privileges provided they verbally accept responsibility for the escort. 2. Individual Escorts Employees holding valid Airport Security Badges with escort privileges authorized by the company may escort non-badged employees into restricted areas of Phoenix Sky Harbor International Airport. The badge holder having escort privileges will be identified by the word escort on the back of their badge, may only conduct an escort into areas where they are normally authorized unescorted access. All persons under escort must be in possession of identification in the form of a valid unexpired government issued photo ID. Escort activities are authorized under the condition that the escort is conducted with the knowledge of the employer and that the escorter has received approval from the employer. Ultimately the employer must be aware of and approved the individuals to be escorted. 3. Vehicle Escorts Page 16 of 22 Revised September 2017

17 Employees holding valid Airport Security Badges with escort privileges authorized by the company and having an Airfield Drivers Permit (ADP) endorsement are authorized to escort other vehicles into the restricted areas of Phoenix Sky Harbor International Airport. The badged employee may only conduct a vehicle escort into areas where they are normally authorized unescorted access. Vehicle escorts into restricted areas are to be processed at one of the main staffed vehicle gates. The driver of the escorted vehicle will be required to surrender their unexpired US Driver s License, and will be issued an escort hat for their vehicle which will identify the vehicle under escort and the vehicle gate which they originated from. The occupants of the escorted vehicle will be required to show identification in the form of an unexpired US Driver s License or Government Issued Identification. All vehicles will be inspected in accordance with airport security rules and individuals will comply with the requirements and or instructions necessary to conduct a proper vehicle inspection. The badged employee providing the escort must brief the driver of the vehicle under escort of procedures for remaining behind the escort vehicle at all times and for communicating in emergency situations. The badged driver of the escort vehicle is responsible for ensuring the vehicle they are escorting is directly behind their vehicle at all times while on the airfield. Vehicle escorts shall always be a tandem operation. A badged employee may not park their vehicle and drive the vehicle that is under escort. Nor can a badged employee ride along as a passenger in the vehicle to be escorted. Please contact the Airside Operations Supervisor to obtain approval for escorting buses, semitrucks, high profile vehicles, wide vehicles, slow moving vehicles, oversized vehicles or for any other unusual circumstances. 4. Escort Ratios A badged employee should not escort more people and/or vehicles than they can maintain within their span of control as defined above. If a vehicle is over length, the maximum number of vehicles should be no more than two (2). Common sense should always prevail. Please contact the on-duty Airside Supervisor to obtain approval for extenuating circumstances. 5. Prohibited Escorts Unless otherwise approved by the Deputy Aviation Director Airport Operations or his/her designee, an employee may not be escorted into any restricted area of Sky Harbor International Airport if the employee has been issued a badge and: they do not have the badge in their immediate possession; their current badge is lost, stolen, or expired; their badge has been confiscated, suspended, or revoked due to the issuance of a Notice of Violation or for any other matter; are working in the restricted / sterile areas and have not started the badging process; disqualified from receiving a badge via the badging process. Page 17 of 22 Revised September 2017

18 B. Vehicle Operations (Non-Movement Area Driving) Badge holders that operate vehicles in the restricted areas (non-movement vs movement areas) must have received the proper training from airport Operations (Airside Operations and/or Security Badging Office). Badge holders with the privilege to operate a vehicle in the restricted area will have this privilege visibly noted on their badges. All vehicles operating in the restricted areas must be logoed and have the safety and security features necessary for the vehicle to operate in its environment. Vehicles with magnetic logos will be required to obtain an Airside Vehicle Permit Placard from the Security Badging Office. The Airside Vehicle Permit Placard must remain with the vehicle to which it was issued to and displayed on the dashboard at all times when operating in the restricted areas of the airport. The Authorized Signer will need to request the Airside Vehicle Permit Placard though the Security Badging Office. Complete Airside Vehicle Permit Application, if paper must be signed by their Authorized Signer, or pre-enrolled in SAFE for each vehicle requiring a permit. The Vehicle information required on the application includes: Make, model, and color of the vehicle, License number, state of issue, and the vehicle identification number (VIN), Insurance company name, policy number, and the expiration date, Vehicle registration for each vehicle requiring a permit (to verify vehicle information) Vehicles transitioning from a non-restricted area to a restricted area will be subject to a vehicle inspection to include inspection of identification media of the driver/passengers in the vehicle. The company logo as displayed on the vehicle must match the company name as indicated on the airport badge of the driver operating the vehicle. 1. Driver s License Badge holders with Airfield Driver s Permit (ADP) privileges and in possession of an expired driver s license will result in the suspension of their airport badge and will result in a possible NOV issuance if the airport s badge is used. Badge holders must renew their driver s license before it expires and promptly report to the Security Badging Office to present the driver s license as proof that the driver s license has been renewed. C. Vehicle Insurance All vehicles operating on the airfield are required to maintain vehicle automobile liability coverage and be in compliance with vehicle logo and/or vehicle permit requirements. Establishing driving privileges for badge holders needing to drive in the restricted areas will require proof of insurance to be presented to the Security Badging Office. This insurance must: include actual policy numbers be in the amount of at least $5 million dollars. At least $1 million must be listed in Automobile Liability. The remaining $4 million may be listed in Automobile Liability, Excess Liability, or Umbrella Liability. Page 18 of 22 Revised September 2017

19 The City of Phoenix Aviation Department must be listed as Additional Insured and as a Certificate Holder. Policy shall not contain any restrictions of coverage with regards to operation of vehicle on or near the airport premises. The Certificate Holder address should be the same as the address listed on page three of this document. Please refer to the Insurance Information Sheet for additional information. The Company shall be fully responsible for complying with any driving restrictions affecting their employee s ability to drive. All operators of vehicles in the restricted areas must always be in possession of a valid unexpired driver s license. It is the responsibility of the badge holder to renew the driver s license before it expires and show the Security Badging Office that it has been renewed so that the expiration date can be updated. Failure to comply will result in the deactivation of the airport badge on the date that the driver s license expires. VII. Compliance & Enforcement - Notice of Violation (NOV) A Notice of Violation (NOV) may be issued to badge holders of your company or to the company itself for observed violations of any rules, regulations, or laws governing safe and orderly conduct at the airport. The Aviation Superintendent or his/her designated representatives are authorized to issue NOVs. An NOV may be issued to an individual for a specific violation or to a company for a general violation of rules when the violation can not be attributed to a specific individual, but it is obvious someone in the organization committed it. A. Enforcement A copy of the Notice of Violation shall be given to the individual involved when possible. The issuance of a Notice of Violation can result in immediate suspension of the badge holder s airport badge and access privileges at the discretion of the issuing officer. B. Hearings The badge holder receiving the NOV must contact the Security Badging Office at the number noted on the NOV form within 5 business days of the offense to set up an Administrative Hearing. It is the responsibility of the badge holder to inform his/her supervisor of receiving the NOV. The employee and his/her Supervisor must attend the hearing. The appointed Hearing Officer will issue a resolution to the offense at the hearing. Examples of resolutions include, but are not limited to: written warnings, additional airport security or driver training, and badge suspension or revocation. C. Recurring Violations Violations will remain on an employee s record for 24 months. Three security violations within 24 months, regardless of an employee s company of employment, can result in revocation of airport badging privileges at the discretion of the Hearing Officer. Depending on the severity of Page 19 of 22 Revised September 2017

20 the violation, the airport badge can be revoked or suspended for the first or second incident of violation and/or involve entities of the federal government. VIII. U.S. Department of Homeland Security Customs & Border Protection Security Access Clearance If a job responsibility requires access to the Federal Inspection Services (FIS) area, international arriving/departing aircraft enplaning/deplaning operations, ramp area handling international flights, and other restricted areas designated and/or having oversight by the Customs & Border Protection (CBP) Port Director, additional background check and clearance will be required by CBP. Authorized access into these designated areas identified by CBP requires approval from CBP. This approval is obtained through compliance with CBP protocol and submission of an application form. The CBP application form must be submitted to the CBP for their review and to obtain approval to receive the CBP icon on the badge. Once the CBP application is approved, the approved CBP application is to be presented to the Security Badging Office. The approved CBP application is valid for 30 days from the CBP approval date stamp on the application. The CBP application over 30 days cannot be accepted. IX. Secure Our Airport Responsibly (SOAR) Airport Operations will enforce compliance with airport rules and regulations through random tests and challenges of airport badge holders. It is the badge holder s responsibility to ensure that he/she complies with airport and federal rules and regulations. Failure to comply will result in the issuance of an NOV resulting in disciplinary administrative action. Successful challenges result in a monetary award. TSA involvement with respect to pursuing non-compliant matters can result in civil and/or criminal penalties towards the badge holder and/or the company. Important Points to Remember Authorized Signers must enroll all their employees using the Security Web portal. The Authorized Signer is solely responsible for data entry of information regarding their employee. Link: The log in into the Online Authorized Signer Portal is your address the Security Badging Office has on file. The four-digit authentication code is the four digit PIN code associated with a badge holder s SIDA badge. Once pre-enrollment is completed and submitted by the Authorized Signer through the Security Web portal, the employee has 30 days from the pre-enrollment date to report to the Security Badging Office to start the badging process. Failure to do so in the time frame will result in the deletion of the enrollment. If beyond 30 days, re-enrollment is required if a badge is still needed. Page 20 of 22 Revised September 2017

21 Employees must bring two forms of original and unexpired documentation/identification. Refer to the Security Threat Assessment for examples of items accepted. Documentation/ identification not identified in the examples are not acceptable. Federal Regulations require employees to notify the Security Badging Office if they are convicted of a disqualifying crime within 24 hours of that conviction. TSAR (l) Authorized Signers are responsible for ensuring that the Security Badging Office is immediately notified regarding any change of an employee s badge status, e.g. terminated, lost, or stolen badges. If employee was issued a security controlled key, any instance where the key is lost, stolen or the employee is no longer employed and has not returned the key, these require immediate notification to the Security Badging Office. Security Badges and Keys are the property of the City of Phoenix Aviation Department. Authorized Signers must ensure their employees return badges and keys to the Security Badging Office as soon as unescorted access is no longer required. Penalties may be assessed for failure to return these items. Employees who are on extended leave; are terminated and rehired; or who let their badge expire will be required to retake all the training modules to include SIDA and/or Driver s Training before a badge can be issued. Employees have 30 days to complete the badging process from the date of notification to the Authorized Signers that their employee has cleared the CHRC and STA background checks. If the process is not completed in this timeframe, the employee will need to be fingerprinted again, and will be subject to additional fingerprint fees at the prevailing rate. All fees paid are nonrefundable. Employees who let their badges expire must retake and successfully pass the SIDA, Sterile, Cart Driver and/or Airfield Drivers Training and Fuel Handler Training as appropriate prior to being issued another badge. This requirement may be waived on a case by case basis at the sole discretion of the Superintendent, Airport Security or his/her designee. An employee s CHRC results will remain valid as long as they are continuously employed. Any employment gap longer than 30 days will require the employee to start the badging process over again. This will include fingerprinting at the prevailing rate. Due to confidentiality, the City of Phoenix can not discuss an employee s CHRC results with the employer. Employees will be required to show two forms of identification when coming in to the Page 21 of 22 Revised September 2017

22 Security Badging Office. The first ID must be a valid, non-expired government issued credential with a photo. The second ID can be anything that supports the first ID, such as a Social Security card. (See the Security Threat Assessment List of Acceptable Documents) Keep in mind that you will be required to present a valid non-expired state issued driver s license if you are applying for, or are renewing a badge with driver s privileges. The Authorized Signer will be responsible for updating and managing their employee s profile as it applies to renewal or replacement badges through the Security Website portal. Employees are not to use their airport badge/credential other than for the purposes it was intended for and must abide by and is subjected to all federal and/or airport rules and regulations. Employees in possession of an airport badge/credential and who are traveling as passengers must go through a TSA screening checkpoint when entering the passenger concourse and remain at all times in the passenger concourse after entering. Employees (new hires, re-hires, etc.) who are working in the restricted/sterile areas cannot be escorted into these areas unless the employee has begun the badging process. The badging process starts when the employee reports to the Security Badging Office and submits his/her fingerprints and documentation. Remember when driving on the airfield Aircraft always have the right of way. Page 22 of 22 Revised September 2017