Unit Policy
Title
Department of Athletics: Policy on Facility Access Tools and Security
Introduction
Purpose
This Policy is intended to facilitate efforts of the Department of Athletics to foster a safe and secure environment by proactively monitoring security of and access to Facilities. By clearly addressing responsibilities surrounding Access Tools, this Policy intends to ensure transparency and compliance.
Scope
This policy applies to all users of the University of North Carolina at Chapel Hill (“University” or “UNC-Chapel Hill”) Department of Athletics facilities.
Policy
Policy Statement
Maintaining a safe and welcoming environment at UNC-Chapel Hill is a shared responsibility which also applies to Department of Athletics facilities. This Policy outlines the responsibilities each Department, Office, or Individual must take to support the Department of Athletics goals.
Department of Athletics
The Department of Athletics is responsible for all activities and security surrounding the Athletics facilities. The Department of Athletics must:
- Lock or secure all non-public Athletics facilities;
- Monitor Athletics facilities in accordance with the University’s Security Camera Policy;
- Periodically test locks and access controls to Department of Athletics Facilities;
- Coordinate and make repairs to any damaged property;
- Designate at least one Access Tool Custodian;
- Maintain an Access Tool Register; and
- Provide all necessary software and Access Tools to support the Access Tool Custodian.
Director of Athletics
The Director of Athletics is responsible for making decisions outside the normal scope of business. The Director of Athletics:
- May duplicate Access Tools as needed and update the Access Tool Custodian;
- Delegate duplication of Access Tools to another individual;
- Approve individuals outside the normal scope of business for an Access Tool; or
- Revoke Access Tools to individuals outside the normal scope of business.
Head Coach (or their Designee)
Head Coaches may approve the issuance of an Access Tool to their student-athletes (staff, managers, team personnel) to facilitate the student-athletes athletic or academic endeavors.
Department of Athletics Compliance Office
The Department of Athletics Compliance Office serves an important role in ensuring that only approved individuals have access to Access Tools to Athletics facilities. The Compliance Office must:
- Communicate with the Access Tool Custodian:
- When a student-athlete leaves the University;
- When a student-athlete concludes their athlete eligibility;
- When a student-athlete ends the current academic year or the competitive season, whichever happens later;
- When an employee concludes their employment or contract with the University;
- When an employee no longer needs to access the Athletics facilities to do their work; or
- Any requests of the Director of Athletics, or their designee.
- Enforce this Policy including administering all appropriate consequences and sanctions as addressed below.
Access Tool Custodian
The designated Access Tool Custodian(s) are responsible for executing duties in the normal scope of business and requests by the Director of Athletics. The Access Tool Custodian must:
- Accurately maintain the Access Tool Register with the following information:
- Comprehensive list of all Access Tools,
- All Access Tool Holders,
- Each time an Access Tool is issued, enabled, returned, or disabled.
- Secure access to the Access Tool Register to prevent unauthorized use,
- Periodically reconcile physically available Access Tools with Access Tools marked as available in the Access Tool Register,
- Maintain available Access Tools in a secure and locked location,
- Issue Access Tools only to approved individuals:
- Student-athletes;
- Department of Athletics employees;
- University employees doing work in Athletics facilities;
- Department of Athletics contractors doing work in Athletics facilities;
- Other individuals as approved by the Director of Athletics.
- Collect physical Access Tools upon return,
- Disable intangible Access Tools as appropriate:
- When a student-athlete leaves the University;
- When a student-athlete concludes their athlete eligibility;
- At the end of the current academic year or the student-athlete’s competitive season, whichever happens later;
- When an employee concludes their employment or contract with the University;
- When an employee no longer needs to access the Athletics facilities to do their work; or
- Upon the request of the Director of Athletics, or their designee.
Access Tool Holder
Some individuals may need to be granted access to Department of Athletics facilities. If granted such access, the Access Tool Holder must:
- Take reasonable, appropriate measures to ensure the security of each Access Tool in their possession,
- Support efforts of the Department of Athletics to maintain security of the Athletics facilities, and
- Return their Access Tool at the end of their approved period of time to the Access Tool Custodian:
- When they leave the University;
- When they conclude their athlete eligibility;
- At the end of the current academic year or their competitive season, whichever happens later;
- When they conclude their employment or contract with the University;
- When they no longer needs to access the Athletics facilities to do their work; or
- When the Director of Athletics, or their designee requests them to return their Access Tool.
An Access Tool Holder may NOT:
- Duplicate, loan, or transfer an Access Tool without approval from the Access Tool Custodian.
Definitions
- Access Tool: Any tangible or intangible key, code, fob, hand scanner, face scanner, fingerprint scanner, or any other means of accessing a secure Facility and/or part thereof.
- Access Tool Custodian: An individual responsible for helping ensure compliance with this Policy and who is also authorized by the Department of Athletics to facilitate custody, issuance, enablement, return, and disablement of Access Tools.
- Access Tool Register: A system of documentation for all Access Tool information.
Related Requirements
External Regulations
Contact Information
Primary Contact
Name: Richie Grimsley
Telephone: 919-452-9472
Email: rgrimsley@unc.edu