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History
- Policy Number: FA.40.007
- Version: 5th Revision
- Drafted By: Carlos Miranda
- Approved By: Richard Yao
- Approval Date: 03/24/2025
- Effective Date: 03/24/2025
- Supersedes: FA.40.005
Purpose
The policy on Access Management and Facility Security supports regulated access to provide security for University facilities and a controlled system for keys, codes, and cards that allow access to University facilities. The policy and associated access control and security procedures establish responsibility for access authorization, inventory of locks, keys, cards, and codes, and repair and maintenance of campus locks.
Background
The Access Management and Facility Security Policy establishes security and access requirements for the University facilities. The policy addresses all active locking systems currently on campus and will extend to new locking systems as appropriate. The policy and procedures establish a system that assures regulated access to securing University assets and assures a controlled system for keys, cards, and codes to provide access to University facilities.
Access to facilities is essential to the smooth operation of the University. This need, however, must be balanced by an equally critical concern for the security and integrity of the facilities and their contents. It is the policy of the University to grant access to its facilities based on a rationale of need (access control) and not solely as a matter of convenience.
Policy
Accountability
Assistant Vice President for Facilities Services;
Chief of Police
The Associate Vice President for Human Resources & HRO Facilities Services and the Police Department collaborate to establish the standards for access to University facilities. The Vice President for Business and Financial Affairs approves the standards and any variation from the approved standards.
Building Access and Security Systems Control Team (BASSCT) reviews requests and provides estimates to departments on changes that fall within the campus standards and report to the BASSC Board who would need to approve any recommendations from BASSCT.
Applicability
All persons requiring access to University facilities, including faculty, staff, students, auxiliaries, lessees, contractors, and other users. Nothing in this policy supersedes any provision of any collective bargaining agreement.
Definition(s)
Locks - Any fitting used to provide access to, and security for, any University facility.
Keys - Physical devices used to access locks include traditional cut-metal keys, electronic fobs and/or cards used in electronic locks.
Cards - Electronic lock credentials uniquely encoded to a specific individual. This includes magnetic stripes, key fobs, smart cards, and proximity readers.
Access Codes are codes used to access locks and security systems that can be used alone or in combination with a physical device. Access codes can be numerical, where the User inputs their personal code on the device's keypad or imprinted on a University-issued card, where the User swipes the card through the device.
Security System - Any physical device or technology used to detect, to record, or to report the unauthorized access or use of University facilities or to detect, to record, or to report criminal activity.
Facilities - All buildings, parking lots, spaces, and grounds owned or controlled by the University.
Special Events - Activities other than scheduled instruction or administrative meetings. A facility may be accessed by individuals for special events occurring after hours but only if the event has been programmed in accordance with all applicable University procedures.
Text
BUILDING HOURS
Hours for each building are appropriately posted. Faculty, staff, or students who use a building’s services after hours must possess a valid University ID Card and keys or codes issued to the individual and University related reason for access.
KEYS/CARDS/ACCESS CODES
Access to locked University facilities required to perform an individual’s assigned duties will be provided by issuing an appropriate key, card, and/or access code required to enter the authorized area or areas.
The Building Access and Security-Systems Control Board, chaired by the Chief of Police, will determine the appropriate lock for each door based on the number of users, type of space/facility, and value of assets within working with the Locksmiths to ensure compliance. All replacement locks or new construction locks should meet the minimum standard of connecting to the campus network. All future classroom locks shall be equipped with an interior push button lock feature.
Student codes and access devices must be approved by the responsible department. All-access requests must be submitted to Facilities Services using the campus key/card/code/access request procedure. The Department is responsible for notifying Facilities Services when a student with access privileges no longer requires such privileges (separation chairs).
The Provost/Vice President or their designee is responsible for determining access needs for individual staff, faculty, students, volunteers, or auxiliary members. Keys, cards, and access codes must be signed personally (hand-signed) by the individual to whom they are issued. Individuals separating from the University must return an issued key to Facilities Services. Facilities Services will deactivate cards and/or access codes for separating employees.
Any person who knowingly lends, makes, duplicates, possesses, or uses keys, cards, or access codes to allow or gain entry to University facilities without the appropriate authorization will be subject to administrative disciplinary action by the University and may be criminally prosecuted under the laws of the State of California.
Loaning and lending of keys is prohibited. Cards and access codes are the responsibility of the individual to whom they are issued and shall not be shared. Lost/misplaced keys, cards, and compromised access codes shall be reported to the area/unit Manager and to the Police Department immediately. Persons in possession of unauthorized keys may be guilty of a misdemeanor as outlined in California Penal Code 469. Possession of unauthorized keys, access codes, etc., or sharing of such with unauthorized persons may constitute employee and/or student misconduct and subject the involved person to discipline.
SECURITY SYSTEMS
All security systems shall conform to standards established by the Building Access and Security Systems Control Board, chaired by the Chief of Police. Only campus standard or BASSC approved recording cameras may be installed on campus. Unauthorized cameras or recording devices are prohibited.
CLEARANCE CERTIFICATES
Separating faculty or staff must return all keys/access devices before the clearance certificate will be signed. Campus areas/units shall notify Facilities Services of pending separations and facilitate the return of all keys/access devices to Facilities Services. Human Resources shall notify Facilities Services of pending involuntary separations to facilitate the deactivation of access codes at the time of separation. Divisions will be held responsible for keys/access devices not returned by faculty, staff, auxiliary staff, volunteers, and students, along with any associated costs of re-keying, as determined by Services and the Police Department.
CHARGEBACK
If keys, access codes, or locks need to be reissued or replaced following a loss or an individual’s failure to return a key upon separation, the Division that originally authorized the issuance of the key or access code shall be responsible for all labor and material costs associated with the reissue or replacement of all necessary equipment. The Police Department has the sole authority to determine the seriousness of the security breach and the extent of the equipment replacement required.
Replacement of door locks, re-keying or re-issuing electronic access codes or cards for any reason other than class schedule changes or maintenance will be a chargeback to the requesting area/unit.
If electronic programming must be re-done or locks re-keyed because a requester fails to pick up his/her access code within the specified time (14 business days), the requesting area/unit will be responsible for re-programming or re-keying.
Issuing keys, electronic access codes or cards for special events will be a chargeback and included in the facilities’ rental fees.
All charges related to this Policy will be processed in conformance with the University’s Policy on Chargebacks.