University Development Office: Guest Policy

Unit Policy

Title

University Development Office: Guest Policy

Introduction

Purpose

This policy establishes procedures for how front desk staff at University Development and Operations (UDO) should greet, sign in, badge, and escort different categories of visitors — including UNC-Chapel Hill employees, non-UNC guests, and contractors — when they arrive at the building. Its core purpose is to ensure building security by requiring non-UNC individuals to be identified, badged, and accompanied beyond the lobby at all times.

Scope

This policy applies to UDO staff and visitors.

Policy

Guests are to be greeted in the building lobby by the front desk staff. Non-UNC employees should be asked to sign in using the SwipedOn app located at the front desk. UNC employees do not need to sign in. At no time should non-UNC employees be allowed further than the lobby without an escort.

Signing in/out:

  • All guests who are not current UNC employees must sign in/out using the iPad at the front of the desk. This includes non-UNC vendors or construction workers.
  • All fields must be filled out and badge must be worn.
  • Contact Mark Ingram (2-2026) with any questions regarding the sign-in system.

OneCarolina Guests

  • OneCarolina guests should be greeted in the lobby by a front desk staff member.
  • OneCarolina guests do not need to check in or get a badge.
  • The front desk staff member should ask the guest who they are meeting and ask if they need assistance finding out where to go.
  • The front desk staff member should escort the employee to their meeting location if requested.

UNC Employee Guests

  • UNC employee guest(s) should be greeted in the lobby by a front desk staff member.
  • UNC employee guest(s) do not have to sign in or get a badge.
  • The front desk staff member should ask the guest who they are meeting.
  • The front desk team member should call the UDO employee or their assistant to let them know their guest has arrived and ask them to come to the lobby to escort them to their meeting location.
  • If the UNC Employee has been to The Spangler Center before and knows where to go it is ok for that employee guest to go to their meeting place unescorted.
  • The front desk staff member should escort the employee to their meeting location if requested.

Non-UNC Guests with an Appointment or Interview

  • For guests who have an appointment or interview, they should be greeted in the lobby by the front desk staff.
  • The front desk staff member should ask the guest who they are meeting and ask them to complete the sign in procedure and obtain a badge.
  • The front desk team member should call the UDO employee or their assistant to let them know their guest has arrived and ask them to come to the lobby to escort them to their meeting location.
  • If the front desk team member is unable to reach the intended UDO employee, the guest should be asked to remain in the lobby until someone can be located to escort the guest to their meeting location.
  • All non-UNC guests should be escorted back to the lobby at the conclusion of the meeting or interview.

Non-UNC Guests Who Do Not Have an Appointment or Interview

  • For Guest(s) who do not have an appointment or interview, a front desk team member should inquire as to the nature of their visit to ascertain the most appropriate UDO staff member to assist.
  • Guest(s) should be asked to complete the sign in procedure, obtain a badge and then take a seat in the lobby.
  • Preferably out of hearing range of the guest(s), an attempt should be made by the front desk team member to reach the UDO staff member who can best help. The nature of the unannounced visit should be relayed to the staff member in question so they can determine the best course of action.
  • If the UDO staff member decides to meet with the guest(s) that staff member should come to the lobby to meet.
  • If a UDO staff member cannot be reached or decides not to meet with the guest(s) at this time the front desk team member should ask the guest for their name and contact information and told that a UDO staff member will be in touch with them to schedule a meeting or to help with their issue.
  • Should the guest(s) become unruly or refuse to leave, the front desk staff member should reach out to Michael Brinkman to request assistance. Or, if the front desk staff member feels threatened or in danger, they should immediately call 911.

Contractors and Vendors

  • UNC-employed contractors will have access to the building and will not need to check in with the front desk.
  • Non-UNC contractors or vendors should be greeted in the lobby by the front desk staff and should complete the sign in process and obtain a badge to wear while working on the premises.
  • Non-UNC contractors or vendors should be escorted by the front desk staff to the area they will be working in.
  • Non-UNC contractors or vendors should be instructed to check out at the front desk when their task is completed.

Contact Information

Primary Contact

Name:  Mike Brinkman, Executive Director of Facilities and Operations, UDO

Telephone: 919-962-6472

Email: mwbrink@email.unc.edu

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