FSSA Access Control Information

All badge requests, both state employee and contractors, are managed by the FSSA Physical Plant Operations office (PPO). Please follow the steps below.

Access control requests (including new hire / contractor badge requests, access modifications to existing badges, badge deactivations, etc.)  should be sent to the Physical Plant Operations email address at physical.plantoperations@fssa.in.gov.

ISPHN staff will follow their dedicated badging procedure.

Contact Jeff Wedding at jeffrey.wedding@fssa.in.gov for information.

Access Control Costs

New Contractor Access Badges will have a $10 fee applied that will be due when the creation of a badge is submitted.

Replacement of Permanent and Temporary badges will incur a $20 fee.

The Access Control Office (ACO) will assess a $3 fee for each Chipped badge (State Employee or Contractor) to the agency each year. This will be billed at the end of each fiscal year.

FSSA Access Badge Process

DO NOT send your requests encrypted. The ticketing system is unable to process encrypted messages. Failure to submit the requests in this format will result in the request being rejected.

Requirements for Badging:

1. Staff must be expected to be employed for at least a 3-month period they must be present for 3 days/week and 3 weeks/month on a state managed or leased property.

OR

2. Staff must have a position that requires verifiable credentials or validation for performing job duties, such as public facing or service positions.

If NEITHER 1 nor 2 APPLY

3. Coordinate with the site Agency Access Manager for a temporary badge for the staff that MUST be turned in at the end of their access need or employment.

Failure to submit the requests in this format will result in the request being rejected.

1. Fully complete the Access Control Form:
   1. The correct PeopleSoft ID number is critical.
   2. Physical Plant staff will seek additional required approvals from division supervisors and key contacts if/as needed.
      • The field ‘Signature of the Commissioner or Designee’ is ONLY for that person; Never sign in this field.
      • When selecting the Access type, the 24hrs/7 days choice is very restricted and requires approval from the Executive Office.
      • DO NOT route to the Executive Office yourself.  The PPO staff will route the request to the appropriate staff in the Executive Office as needed.
   3. The person’s Supervisor or another designated Supervisor MUST sign the form.
      • The Supervisor or designee MUST be a State Employee
   4. The employee / contractor MUST sign the form for the form to be valid for processing.
   5. Be sure the Credential Access Form is saved as a .pdf file.
      • Form should be named with the employee’s full first and last name and the date that the form was filled out, not the generated default name.  (i.e. Joe Smith 3-15-2023)
      • The Credential Access Form should be saved individually. They should not be grouped in such a manner that multiple forms are combined into a single file.
   6. For Contractors – additional information:
      • List the Company Name of the contractor’s employer in the “Request Section” on the form, “Name of company/school” field.
   7. A clear, close-up photo must be included:
      • Pose subject in front of a neutral background.  Avoid cubicle panels.  If possible, use a smooth, painted wall.
      • Ensure that subject stands at least 3 feet away from the wall to avoid shadows created by the flash.
      • Photo should include head and shoulders, no full body shots and avoid extreme close-ups.
      • Save photo as a .jpg file identified with the subject’s full first and last name, not the default number generated by the digital camera.
2. Send request email to physical.plantoperations@fssa.in.gov to create a ticket.
   1. Title the email with the name(s) of the employee(s) needing to be badged.
      • No more than six (6 badge requests per email be included.
   2. Include the Full (first and last) name of the employee needing to be badged in the body of the email.
   3. Designate if the badge will need to be Chip or Non-Chipped.
   4. Identify where to deliver the badge (such as Marion County South DFR Office) and the full address.
3. Once the badge is created:
   1. For IGC Campus Staff, a request must be sent to physical.plantoperations@fssa.in.gov for access to FSSA suites.
      1. Requested access levels must be in line with operational need.
      2. Access levels will be reviewed and approved or denied as needed by the designated appointee.
   2. For State employees, the badge will be forwarded by the ACO to the appropriate Agency staff person / division for delivery to the employee.
   3. For Contractors:
      • Those with a work location on campus at the IGC, the badge will need to be picked-up at the ACO to ensure payment is received and to provide them with a receipt if needed.
      • Those with a work location other than the IGC, the badge will be forwarded by the ACO to the appropriate Agency staff person / division for delivery to the employee.
4. Badge returns and deactivations:
   1. When a state employee leaves employment with the State, the supervisor should mail the badge to the ACO with a note that the employee has left State employment. Do not note if they resigned or were dismissed.
   2. When a Contractor is removed from their assignment and from the State, again mail the badge to the ACO.
   3. If a Contactor is moving from one State assignment to another, complete the ACO form with the new information and submit as outlined above noting in the email that the contractor is transferring assignments.
   4. If the badge is being / has been replaced due to damage, information or photo update, or it was reported lost or stolen, the original badge MUST be returned to the ACO for destruction.
   5. The address for the ACO is on the form and the back of badges issued by the office.
   6. DO NOT contact the ACO via phone or email directly for questions.
5. Questions or concerns should be directed to FSSA Physical Plant Operations at physical.plantoperations@fssa.in.gov.