D01.02_Attachment_H_-_Community_Patron_Child_Development_Center_Access_Procedur....pdf

ATTACHMENT H

COMMUNITY PATRON CHILD DEVELOPMENT CENTER ACCESS PROCEDURES

DEPARTMENT OF THE ARMY

Corps of Engineers

Engineer Research and Development Center Cold Regions Research and Engineering Laboratory

72 Lyme Road Hanover, New Hampshire 03755-1290

STANDARD OPERATING PROCEDURE

No. RV-Z-20 Effective Date: 24 March 2011

COMMUNITY PATRON CHILD DEVELOPMENT CENTER ACCESS PROCEDURES

1. Purpose. To authorize community patrons that have their children enrolled in the CRREL Child Development Center (CDC) to access the CRREL installation. These community patrons do not hold a CAC card and are authorized to drop-off and pick-up children in accordance with the child’s emergency record.

2. References:

a. U.S. Army Child Development Services Regulation, AR-608-10.

b. ERDC Security Regulations

3. Responsibilities. In accordance with reference (c), community patrons are defined as parents of children other than DoD employees and/or DoD Contractors. As per reference (a) and (b), the following procedures for community patron access to the CRREL installation are:

The Contractor of the Child Development Center is responsible for the following:

a. To submit a list of all community patrons who have their children enrolled in the Child Development Center and are authorized to drop-off or pick-up children as per the emergency release records for each child (recorded and maintained at the CDC) to the Hanover site Security Office. This list is to be maintained and updated to ensure accuracy. No other person should be listed unless they have legal authority to drop-off or pick-up children enrolled in the program.

b. The list of community patrons shall include; child’s full name and the full names of those authorized to drop-off and pick-up that child from the Center. A copy of this list and all updates will be provided to the Child and Youth Services (CYS) Coordinator.

c. If immediate attention is required to authorize access to a community patron who is not on the list and wishes to drop-off or pick-up a child, the CDC may inform the guard at the gate by phone at Extension 4493 or by stopping by the gate; otherwise a ‘Visitor Request’ form must be submitted to the Security Office for authorization.

d. All other persons wishing to access the CRREL site that are not authorized to drop-off or pick-up children enrolled in the CDC must have their names submitted through the Security Office via a ‘Visitor Request’ form. This is the standard practice for all Hanover site employees and contractors.

The CRREL Security Guards are responsible for the following:

a. Community patrons who have their children enrolled in the Child Development

Center are authorized to drop-off or pick-up children as per the emergency release records for each child (recorded and maintained at the CDC).

b. A list of these community patrons shall be maintained at the south gate to include; child’s full name and the full names of people authorized to drop-off or pick-up that child. The CDC is responsible for providing and updating this list to ensure appropriate authorized community patrons have access to the CDC.

c. Proof of identity is required for all community patrons on the list. This shall include a CYMS card and official photo identification. The identification must also match the name on the CDC authorized list for verification purposes. The need for photo identification is a DoD requirement.

d. If the community patron does not have the CYMS card, the guard will ask for a photo identification card and check that name against the access list. If that name is present, a temporary pass will be given to the patron. This temporary pass must be returned to the guard shack when the community patron passes back through the south gate.

e. Individuals must have a driver’s license to drive onto the CRREL Hanover site. If the individual is not driving onto the installation and does not hold a valid driver’s license, then some form of photo identification needs to be available for the guards.

f. All foreign nationals are required to show their passport to access the CRREL

Hanover site as well as another form of identification.

g. If the patron’s name is not on the list, the guard will attempt to contact the CDC Director at Extension 4242 through the phone patch. The guard will explain the situation, provide the name to the Director and determine if access is granted. The contractor will assign backup people to call in case the CDC Director is not available and to determine if access is granted.

h. Should the attempts fail to contact the CDC by phone, the Supervisory Guard or the Roving Guard (only if present and available) will be contacted and asked to go over to the CDC and determine if access should be granted. In the CDC Director’s absence the name of her designee is to be written on the whiteboard on the outside of the Director’s office door. This will be the person to contact.

i. If the Supervisory Guard or Roving Guard is not available, the guards will contact the CYS Coordinator, Charlene Brown at Extension 4137. The CYS Coordinator will go over to the CDC to determine if access should be granted.

4. Procedural Understanding

a. These procedures are to be followed each time by all security personnel. Guards need to be alert that vendors and prior CDC employees and relatives may know the names of CDC employees and provide excellent reasons why they should be granted access. Community patrons will not be granted access unless they are on the access list, the CDC informs the guard at the gate ahead of time, or they are cleared through contact with the CDC.

b. If access cannot be granted, the guard will inform the patron of what steps need to be taken to gain access. Be as polite and helpful as possible. Should the patron be displeased, offer to contact the Supervisory Guard or the CYS Coordinator.

c. If Security is experiencing problems with the CDC staff or patrons complying with security procedures, they may contact the CYS Coordinator for assistance.