| Approved by: | President | |
| History: | Issued | -- March 26, 2015 |
| Revised | -- November 12, 2020 | |
| Last Reviewed -- November 12, 2020 | ||
| Related Policies: | Crime Reporting and Response Policy | |
| Additional References: | Department of Public Safety; Access Request Form | |
| Responsible Official: | Associate Vice President for Emergency Management and Public Safety tel. (202) 319-5111 | |
I. Introduction
The University is committed to the safety and security of the University community and protecting the University's physical space and assets. To meet this commitment, access to University space is managed by the Department of Public Safety, which maintains sole authority for issuing keys and electronic access devices, and is the central coordination point. This policy outlines the method for obtaining access to University space and the security requirements for those granted such access. Violations of this policy may result in disciplinary action up to and including separation from the University.
II. Definitions
A. Access Holder means an individual who is authorized to be issued one key, or one electronic access device, in order to gain entry to a University space.
B. Building Administrator means the individual designated to submit to the AVP for Public Safety or his/her designee requests for keys, electronic access devices, or access changes for a specific academic or administrative building.
C. Electronic Access Device means a computerized alternative to mechanical locks and keys that is based on the presentation of a credential in order to obtain entry. When access is granted, the door is unlocked for a predetermined time and the transaction is recorded. Electronic access devices include, but not limited to, fobs, access cards, or coded Cardinal Cards.
D. Locksmith Office means the office located within The Department of Public Safety responsible for making keys and key cores, installing electronic access methods, issuing keys and electronic access devices, and maintaining records of access holders.
E. University Space means all spaces owned or controlled by the University.
III. Approval Requirements
The Associate Vice President for Public Safety and Emergency Management (AVP for Public Safety) or his/her designee has the sole authority to authorize the re-coring of locks and issuance of individual keys and Electronic Access Devices. The AVP for Public Safety or his/her designee also has the sole authority to install, remove, disable, and/or restrict card readers or other electronic access control methods to University Spaces. To request the re-coring of locks, the issuance of individual keys, or Electronic Access Devices, the Access Request Form must be completed and forwarded to the Department of Public Safety.To request the installation, removal, or restriction of any Electronic Access Device, or lock, a written request must be submitted to the AVP for Public Safety or his/her designee. The request must state the purpose and need for the card reader along with the location. The AVP for Public Safety or his/her designee will evaluate the request and determine the appropriate Access Control method.
Generally, Access Control requests will be granted, at the discretion of the AVP for Public Safety or his/her designees, upon a showing of demonstrated business need but only as necessary for employees to perform their specific job functions. Access for non-University personnel will be granted only in special circumstances.
IV. Security Requirements
Access holders are responsible for maintaining security of all keys and electronic access devices issued to them. Keys are not to be duplicated, loaned or reassigned. When separating from the University all keys and electronic access devices must be returned to the Office of Human Resources. When transferring to another department all keys and Electronic Access Devices must be returned to the Locksmith Office. Keys and electronic access devices may not be turned over to the department head.
Access holders must report immediately any lost keys or electronic access devices to their department head to prevent compromise of the affected area. The department head must notify The Department of Public Safety immediately of the loss so that a determination whether to re-key or re-core the affected University space(s) can be made. Departments are responsible for independently maintaining control of keys for their equipment (e.g. file cabinets, desks, etc.)
VI. Access Control Violations
The following are examples of violations of this policy, and may result in disciplinary action:
- Loaning keys or electronic access devices
- Transfer of keys or electronic access devices without authorization
- Unauthorized duplication of keys
- Altering keys, locks or mechanisms
- Installing padlocks on University spaces
- Damaging, tampering or vandalizing any University lock, hardware or security mechanism
- Propping doors open
- Admitting unauthorized person(s) into any building
- Failure to return a key or electronic security device when requested by the Locksmith Office, Department of Public Safety, the Building Administrator, or upon the separation or transfer of employment at the University
- Failure to report missing keys or electronic access devices
- Persons with administrative privileges are prohibited from programming access to areas outside of their respective department.
VII. Access Control Levels
A. General Access
Level 1- Most basic level of approval. Single office door access. Approvals required: i. Department head approval required
Level 2 - Multiple doors within a department (interior doors only), building access within normal business hours. Approvals required: i. Department head ii. Building administrator
Level 3 - Building access with card readers (exterior doors) outside of normal business hours. Approvals required: i. Department head ii. Building administrator
Level 4 - Issuing of Master Keys. Approvals required: i. Department head ii. Building administrator iii. Associate Vice President for Emergency Management and Public Safety
B. Special Access (e.g. vendors/contractors, visitors, etc.)
Approvals required: 1. Department head 2. Building administrator 3. Director of Public Safety 4. Provost or cognizant Vice President