To Departmental Administrators / Program Coordinators

A. Persons in the following categories CAN receive a DownstateCard

1. Official paid state and research foundation employees. Do not use the authorization form posted on this website for these persons
   • The State Human Resources (DHR) office or the Office of Research Administration (ORA) issues the card authorization document to all new paid appointments. The new appointee brings this document with them to the DownstateCard office to receive their new card. These persons receive a DownstateCard that DOES NOT expire. Upon separation from DMC, these DownstateCards must be returned to the DownstateCard office in order for these persons to receive their final paycheck or for the individual to receive any future DownstateCard.
   • All other following downstatecard types are issued with an id with an expiration date (up to a maximum of 1 year, requiring the card holder to be re-verified at least once annually).
     Administrator/Program Coordinator must download the downstatecard form and print it off on the department's stationery, complete every applicable field on the form and sign the form. The person authorizing the issuance of a card remains responsible for the individual, including the return of the card upon expiration or separation (see Program Coordinator's responsibilities below).
2. Official Unpaid Appointments
   • This includes State voluntary academic faculty appointments as well as
     Visiting Faculty appointments. Persons who have official unpaid appointments
     through the Department of Human Resources should already be in the DownstateCard database received from Human Resources Personnel Data System(PDS). You can check the campus web page at www.downstate.edu to search the staff phone directory to
     check if a person is in PDS.
   • New Official Unpaid Appointments: The State Human Resources (DHR) office
     issues the card authorization document for all new official unpaid appointments.
     The new appointee brings this document with them to the DownstateCard office to receive their new card. If a person comes to receive a new DownstateCard and are NOT in the database, a telephone verification process to PDS will be performed at that time while you wait. Persons who can not be verified by telephone will need to go to the Human
     Resources Office — PDS unit at 151 E.34th St. Room AF103 to receive the
     appropriate verification document.
3. Affiliated Categories
   More Info

B. Program Coordinator Responsibilities

The program coordinator is responsible for providing to the DownstateCard Office an initial database (if many persons are involved in the activity), or issuing a form letter verification document on official signed original stationery (if only a few persons are involved) to the individual to bring with them to the DownstateCard office. For any affiliated categories, the coordinator is also responsible to have the appropriate health/medical clearance for persons working within UHB. Persons who have any related work within University Hospital and/ or patient contact must register with the UHB Volunteers Office (check with the UHB Volunteers office at X-3241 for process).

More Info

C. Volunteers

Persons who have any University Hospital and or patient contact must register with the UHB Volunteers Office. The UHB Volunteers office will provide persons with the appropriate
DowstateCard Authorization Form

D. Visitor Passes

1 day passes for infrequent guests/ visitors/ vendors continue to be issued by University Police at the main office located in the UHB lobby at 445 Lenox Rd.