Police identity cards
Po ce dent ty cards
Overview
Purpose
Th s chapter prov des Po ce emp oyees and non-emp oyees w th nformat on re evant to Po ce dent ty cards (ID cards)
nc ud ng ID card:
categor es
des gn
standards
secur ty.
Why
Po ce emp oyees requ re ev dence of dent ty and author ty. Sect on 96 of the Po c ng Act 2008 requ res the Po ce
Comm ss oner to ssue a Po ce emp oyees w th ev dence of the r dent ty and author ty. Th s ev dence takes the form of an
approved ID card ssued to an nd v dua ho der whose deta s are d sp ayed on the card.
In add t on, ID cards prov de a s mp e mechan sm whereby the dent ty of an nd v dua and the r assoc ated pr v eges can be
qu ck y and eas y ver f ed. They a so contr bute to the prov s on of a safe and secure work ng env ronment for our emp oyees,
v s tors and the genera pub c.
The ID card can prov de a rem nder for other staff of the eve of access the card ho der s author sed to have. The v s b e
d sp ay of a card ho der s credent a s ns de the work ng env ronment prov des assurance that a who are present are
author sed to be n the workp ace or on s te. If an nd v dua s not v s b y d sp ay ng the r ID card, emp oyees shou d exerc se
the r r ght to cha enge the nd v dua to ascerta n the r reason for be ng n the env ronment.
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Po ce dent ty cards
Responsibility for issuing cards
The h r ng manager, contract manager or de egate author ty needs to ensure that new Po ce emp oyees and non-emp oyees
are ssued w th the appropr ate ID card as part of the onboard ng process. A ID card requests are rev ewed, ver f ed,
processed and ssued by the Assurance Group.
ID Cards are pr nted by an author sed th rd-party prov der to an agreed standard of des gn and secur ty. The Po ce ID card s
recogn sed as an off c a form of dent ty across New Zea and Government agenc es.
Note: Th s po cy spec f ca y covers the approved methods of dent f cat on for Po ce emp oyees and non-emp oyees. V s tors
must be managed n accordance w th the s te s v s tor management protoco s. They are typ ca y ssued w th a V Card or
V s tor Labe to d st ngu sh them as externa to the organ sat on and thus requ r ng a staff escort wh e on s te.
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Po ce dent ty cards
ID card categories
Category
Employment type
Police employee
Constabu ary Author sed off cer
Po ce emp oyee ( nc . permanent and f xed term)
Supplementary
Dangerous Goods Enforcement Off cer (DGEO)
Non-employee
Agency a son off cer Contractor
Cu tura adv sor
Po ce med ca off cer
Po ce p pe band member Secondee (externa to nterna )
Vo unteer
People who will not be issued with ID cards
ID cards w not be ssued to peop e who:
perform serv ces for or on beha f of a group that works n assoc at on w th NZ Po ce where that group has ts own
report ng and governance structures
are work ng n the commun ty n assoc at on w th Po ce.
In these nstances, there w genera y be a eg s at ve arrangement, a Memorandum of Understand ng, a Letter of Agreement
or a form of serv ce agreement between NZ Po ce and the group. That group w be respons b e for prov d ng the r members
w th a form of dent f cat on. When peop e from such groups v s t Po ce prem ses, they must be ssued w th a V s tor ID card.
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Po ce dent ty cards
ID card standards
ID card requests
Requests for a new or rep acement ID card must be made v a the Serv ce Now (ICT Serv ce Porta ) whereby a Po ce ID Card
Request form can be comp eted.
Requests will not be accepted via any other communication. The Po ce ID Request
Form has spec f c contro s n p ace to ensure nformat on accuracy as we as va dat ng the eg t macy of the requestor.
ID card requests for new:
constabulary staff members (graduated recru ts) must be comp eted by the Roya New Zea and Po ce Co ege
(RNZPC) whereby a graduate recru ts w rece ve the r Constabu ary ID Card upon graduat on.
authorised officers can on y be requested upon the nd v dua comp et ng the appropr ate author sed off cer tra n ng and
rece v ng a s gned warrant etter. AO card requests must be comp eted by the h r ng manager, contract manager or
de egate.
DGE officers can on y be requested upon the nd v dua comp et ng the appropr ate DGE off cer tra n ng and rece v ng a
s gned warrant etter. DGE off cer card request must be comp eted by the Standards and Tra n ng sergeant of the
Commerc a Veh c e Safety Team
Police employees and
non-employees must be comp eted by the h r ng manager, contract manager or de egate.
Identity photo
Photos can be taken on a Po ce Phone by the h r ng manager, contract manager or de egate and up oaded d rect y nto
the ICT Se f Serv ce Form when subm tt ng an ID card request. It s a so acceptab e for nd v dua s to take the r own
headshot or, where there s su tab e resource, request the r d str ct photographer to take the photo.
Photos must be taken aga nst a wh te background and meet the same cr ter a as that of a Passport qua ty photograph.
For more nformat on see: Passport Photo Requ rements.
The d g ta mage must be saved as a JPEG and be of a reso ut on qua ty of 307 x 396 p xe s.
If an nd v dua wears any form of head cover ng for re g ous or med ca reasons, the r fac a features from the bottom of
the r ch n to top of the r forehead must be shown, as we as both edges of the r face.
If an nd v dua wears g asses, the r eyes must st be v s b e and there shou d be no ght ref ect on on the enses.
For Constabu ary ID cards, photos must be taken n un form f the emp oyee wears a un form n the r norma course of
work. The r appearance must be n accordance w th the ‘Persona appearance: un formed and constabu ary emp oyees
sect on of the ‘Un form, dress standards and appearance Po ce Manua chapter.
Legal name and preferred name
It s good pract ce to use the nd v dua s ega f rst name and ega surname on ID cards. However, there may be nstances
when a preferred f rst name w be appropr ate for examp e:
common y accepted abbrev at ons of ega f rst names w be accepted, e.g. M chae /M ke, Deborah/Deb
f the nd v dua uses the r m dd e name rather than the r f rst name
ang c sed As an, Pac f c and Maor names w be accepted.
A preferred name can be requested n the Po ce ID card request form.
s.6(d) OIA
Expiry dates
ID cards for constabu ary staff members and permanent y appo nted Po ce emp oyees do not have an exp ry date. It s
recommended that a new ID Card s requested every 5 years to ensure that the photo cont nues to resemb e the card ho der.
ID cards for non-emp oyees, and Po ce emp oyees on a f xed term contract, w be ssued w th an exp ry date. In th s nstance,
the ID card may on y be used w th n ts per od of va d ty. If the emp oyee s approved to cont nue the r assoc at on w th Po ce
beyond the exp ry date, a new card must be requested (prov ded that eg s at ve requ rements for the extens on of emp oyment
of f xed-term and casua emp oyees are met).
s.6(a) OIA
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Po ce dent ty cards
s.6(a) OIA
Replacement ID cards
There are a var ety of va d reasons why a Po ce emp oyee or non-emp oyee may requ re a rep acement ID card to be ssued
to them, e.g. the or g na ID card s ost/sto en, the mage no onger resemb es the nd v dua , a contract extens on has been
approved, the ID Card s damaged or broken.
ID card requests for a rep acement ID card, of any card type, can be made by the card ho der, d rect report manager or
de egate. Requests must be made v a the ICT Se f Serv ce Form p atform. Once the rep acement ID card s rece ved, the
or g na ID card must be cut up and d sposed of, f app cab e, v a the secure Document Destruct on b ns.
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Po ce dent ty cards
ID card security
Cardholder management
The ID card s an accountab e document that prov des ver f cat on of author ty to be on Po ce prem ses.
The card ho der must ensure the r ID card s secure at a t mes. ID cards must not be transferred to any other person to
use.
ID cards must be v s b y d sp ayed by the card ho der, on the r person, at a t mes wh e on Po ce prem ses. The deta s
on the card shou d be readab e and the photograph must be a good keness of the ho der.
ID cards must be separated from bu d ng access cards at a t mes ( .e. on a separate anyard).
The ID card must not be worn outs de Po ce prem ses un ess spec f ca y requ red for duty w th n another organ sat on's
prem ses.
Lost or sto en ID cards must be reported to the card ho der s d rect report manager, contracts manager or de egate
mmed ate y.
If an ID card s ost or sto en, the card ho der must request a rep acement ID card, report th s to the r d rect report
manager and enter a SPIRD report. A temporary ID card shou d be ssued by the s te as an nter m ID so ut on unt such
t me as a rep acement ID card can be requested and processed.
For more nformat on on the approved ID card stock tems ava ab e for purchase e: s.6(c) OIA
Surrendering ID cards
Sect on 96(5) of the Po c ng Act 2008 states that an emp oyee must surrender a ev dence of dent ty and author ty supp ed
by Po ce f they go on eave of any k nd for more than 12 months, res gn or ret re, or, are suspended from duty or removed.
ID cards must be surrendered to the ID card ho der s d rect report manager, contract manager or de egate and subsequent y
destroyed n the secure document destruct on b ns. A new or rep acement card can be requested upon re nstatement/return to
dut es.
Temporary ID cards
A temporary ID card (T card) s a va d form of dent f cat on wh ch prov des the card ho der the author ty to be on Po ce
prem ses. The T card s an accountab e tem.
A Po ce emp oyees and app cab e non-emp oyees (who are author sed to work on Po ce prem ses or w work w th Po ce on
an nd v dua bas s) must be ssued w th a T card by the r s te. Th s conf rms the eg t macy of the r presence and comp es w th
bu d ng secur ty protoco s, unt such t me as the photograph c ID card s produced. T cards are oca y ssued, and t s the
respons b ty of each s te to asset manage (account for) these tems.
When ssu ng a T card, the fo ow ng protoco s shou d be fo owed:
T cards must on y be ssued to Po ce emp oyees and non-emp oyees:
as an nter m measure unt the permanent ID card can be produced
f the card ho der has ost/forgotten the r permanent ID card, or
f the non-emp oyee s contracted for a short per od of t me ( ess than 4 weeks).
T cards must on y be ssued to current emp oyees ( .e. have an act ve prof e n Success Factors).
T cards
must never be ssued to v s tors as they are not emp oyed by Po ce.
The emp oyee s QID and other deta s must be recorded n the T card reg ster a ong w th the un que reference number
sted on the T card.
T Cards must be returned to the ssuer when the cond t ons for ssuance no onger app y ( .e. a photo ID card has been
produced).
The ssuer:
must ensure the T card assets are managed effect ve y and are a accounted for.
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Po ce dent ty cards
shou d ma nta n an asset reg ster for reconc at on and aud t purposes.
Pr nted on : 15/09/2021
Pr nted from : https://tenone.po ce.govt.nz/p /po ce- dent ty-cards
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