Body
Unit Policy
Title
Facilities Services: Key & Access Security Policy and Procedure
Introduction
Purpose
Scope
Policy
Abbreviations: IE - Issuing Entity, KC - Key Coordinator, MK – Master Key
I. Responsibilities
It is the policy of the University of North Carolina at Chapel Hill that after normal working hours, all facilities shall be locked and secured in order to maintain the safety of both the facilities and their contents including any faculty, staff and/or students. Additionally, all student residential facilities shall be locked at all times to maintain the safety and security of the residents. Keys and cards are issued for entry to university facilities for the purpose of conducting university business only. Any individual entering or leaving a locked facility shall be responsible for securing the door when leaving and may be held responsible for any loss or damage from failure to do so.
Violation of this security policy could result in criminal prosecution under but not limited too, NC State Statute:
- G.S. 14-54 Breaking and Entering,
- G.S. 14-159.12 First Degree Trespassing,
- G.S. 14-91 Embezzlement of State Property,
- Termination of employment with the University for unacceptable personal conduct – stealing or misuse of University property.
I. A. University Faculty, Staff, and Students
The most effective security happens when every person at the university shares in the responsibility of ensuring that safety integrity of all campus facilities is maintained.
- Key and access holders shall use assigned keys and access devices for access to authorized areas only.
- Keys and access holders shall be issued and granted access by duration of need, not by term of employment.
- Keys and/or access devices shall not be transferred from one individual to another without obtaining the proper approving authority and record-keeping from the proper issuing entity (IE) (see section B).
- Key and access device holders are responsible for the safekeeping of the key/access device and its use. When leaving a campus area or building ensure that all doors are secured as they were upon arrival. It is understood the key/access device shall not be loaned, copied or made available to others.
- Report lost or stolen key/access devices immediately through the appropriate department head to UNC Public Safety (962-8100), the appropriate IE and HRE community office (residents), as applicable.
- All master level keys shall be returned, by the close of the business day, to the appropriate IE or in residential facilities to the facility electronic key-box, as soon as the need has been completed, and always prior to leaving the building.
- Prior to leaving the university all key/access devices shall be returned to the appropriate IE.
I. B. University Chancellor, Vice Chancellor, Associate Vice Chancellors, Deans, Chairs, and Directors
Authority to approve keys and access is automatically given to the University Chancellor, Vice Chancellor, Associate Vice Chancellors, Deans, Chairs, and Directors for their particular assigned areas. These positions may delegate this authority to other staff members by assigning Key Coordinators (KC), completing the Key/Access Approval Authorization Form (Form 1) and submitting it to the following Issuing Entities (IE), as applicable:
Electronic Access IEs Only (Form 1 Not Required)
- For main campus facilities access: Auxiliary Services UNC Card One Office (UNC1), CB#1530. For details see http://www.onecard.unc.edu/
- For Medical School and UNC Hospital facilities access: Medical School Planning Office (MSPO), CB#9510. For details see http://planning.med.unc.edu/accesscards.htm
- Some departments can issue access within their assigned areas. Consult with the appropriate department dean or KC for locations where this is permitted.
Key and Electronic Access IEs
- For main campus facilities keys and Facilities Services personnel and Facilities Services contracted services maintenance access only: Facilities Services Access Control Shop (FS-ACS), CB#1800.
- For student residential housing facilities keys and access: Facilities Services Housing Support (FS-HS), CB#1800.
NOTE: The submitted Form 1 shall be the signed original and shall include the name and sample signature of the delegate(s).
I. C. All University Departments
- It is the responsibility of each school dean, division director, or designated KC to provide the appropriate IE a list of buildings and/or room numbers under their control.
- Protect keys from loss, theft or unauthorized use. Report lost or stolen keys immediately through the appropriate department head to UNC Public Safety (962-8100), and the appropriate IE.
- Each department is required to perform a biennial key inventory/certification audit, covered in Section IV, and submit it to the FS-ACS.
- Re-keying expenses to correct deficiencies in security due to a lost, stolen, misplaced, or un-returned key will be the responsibility of the school or department.
- School deans, division directors, or delegated KCs will be required to authorize keys within their areas of responsibility by providing the requester with an approved Key/Access Request Form (Form 2) to present to the appropriate IE for issuance.
- It is the responsibility of all departments to notify the appropriate IE when any individual begins employment, resigns, terminates, changes employment within the University, has a change in their current assignment, graduates, or any other action that affects the authorization of their approved keys and access. Departments shall include key/access device return on their employee exit checklist.
- Departments must ensure all keys and/or access devices are signed for and are returned by each employee requiring access or when access is no longer required.
- It is unauthorized to "hold and pass" existing keys and/or access devices from position to position.
- Departments with specific areas that require university master keys for access such as: mechanical and electrical rooms, housekeeping or janitorial closets, and telecommunication closets must provide the requester with an approved Key/Access Request Form (Form 2) to present to the appropriate IE for issuance.
- Mechanical/electrical rooms – AVC for Facilities Services
- Housekeeping/janitorial – Dir. of Housekeeping
- Telecommunication closets – AVC for Telecommunications
I. D. Facilities Services Division (FS)
FS is a responsible issuing entity (IE) providing facility access for the campus and student residential facilities with proper authority approval. Access control to buildings (both exterior and interior) is provided by a manual key system utilizing various University of North Carolina at Chapel Hill "restricted" keyways to prevent unauthorized key duplication. Additionally, an electronic access control network is operated and maintained that exclusively supports student residential facilities. All campus door locks shall be keyed within these systems. Working with the building users and departments, FS will determine the keying and the issuance of all keys. Access to any Dept. of Housing and Residential Education (HRE) staff apartments will occur only after coordination with the occupant. No other sources for keys are authorized. All keys issued remain the property of the University of North Carolina at Chapel Hill. This responsibility, support, and service are provided by two separate organizations within Facilities Services as follows:
Facilities Services Access Control Shop (FS-ACS)
- Responsible for creating and maintaining the university's lock and key system, including schematics, codes, product standards and service equipment.
- Develop keying schedules, re-keying and stocking necessary locks, cylinders, key blanks and related hardware.
- Maintain a computer-based key management system at the Facilities Services - Access Control Shop (FS-ACS).
- Issue keys with properly signed authorization forms and maintain records of same.
- Maintain computer database of all keys, locks, and associated facility and room numbers that they operate. Maintain database of all master key holders and supply various reports to administrators and key coordinators such as which keys open what doors under their control. Report can be done by key or by room number. Numerous other type reports can be generated as needed.
- Schedule and initiate departmental biennial key inventory/certification audits.
- Restore physical security immediately when key control has been compromised.
- Help departments establish a key record system when requested to do so.
- Provide education and training in adherence to the key policy and key issuance at no cost to departments.
- Replace broken or bent key upon receipt of the defective key by the authorized key holder.
- Install or provide removable "construction" core cylinders for new building construction and/or area renovations as required.
- Provide installation of Card Access System (UNC1).
- Issuance and authorization of dates and times for temporary FS contracted services Card Access System Cards (UNC1).
- Provide maintenance access activation of Card Access System Cards (UNC1) for FS supervisors and emergency call-back employee(s).
- All services require a FS service order with the appropriate customer ID number.
- All lock and key work shall be done by or through the FS-ACS.
I. E. Facilities Services Housing Support (FS-HS)
- Create and maintain the lock and keying system, including schematics, codes, product standards and service equipment.
- Develop keying schedules, re-key as required, and stock necessary locks, cylinders, key blanks and related hardware.
- Maintain a computer-based key management system at Housing Support.
- Issue keys with proper authorization forms and maintain records of the same.
- Maintain computer database of all keys, locks and associated building and room numbers that they operate.
- Restore physical security immediately when key control has been compromised.
- Provide education and training pertaining to the key policy to HRE staff as requested.
- Replace broken or bent key upon receipt of the defective key by the authorized key holder.
- Install and maintain electronic access control network, software and database for all residential facilities. Provide Flexpasses (proximity chips) to allow access into authorized spaces. Deactivate Flexpasses upon notification of loss or theft.
- Install and maintain electronic key-box in each residential facility with master-level keys for that facility. Issue individual PINs allowing access to specific keys in the key-box. Building Master key is only allowed to Public Safety employee(s). Control Key is only accessible by FS-HS Locksmith and Locksmith callback personnel for re-keying or emergencies; permission must be granted by Locksmith Supervisor for any other use.
Unauthorized door locks are prohibited and when found will be removed by FS and appropriate charges made to the responsible department.
Keys to vehicles, cabinets, lockers, and desks are not covered in this policy. Facilities Services will attempt to furnish and/or duplicate such keys upon request.
I. F. Housing and Residential Education (HRE)
- Maintain and issue room keys and electronic Flexpasses (proximity chips) to all student residents.
- Protect keys and Flexpasses (proximity chips) from loss, theft or unauthorized use, report lost or stolen keys and Flexpasses (proximity chips) immediately to FS-HS.
- Perform monthly key inventory of each community key-box. Conduct comprehensive key and Flexpass inventory after spring and summer sessions, report discrepancies to assistant housing director-facilities and FS-HS for correction.
- Return all found keys to FS-HS.
- Authorize building access for any non-university personnel and access to master-level keys for all university personnel.
- Provide direction to FS-HS on level of access desired for HRE staff and residents.
- Keep FS-HS aware of all current HRE policies regarding key access and security.
I. G. Contractors, Consultants, Vendors, and Other Non-University Personnel
- Prior to the issuance of keys, a current signed document on company letterhead stating name and position of their employees who are authorized to check out keys on behalf of that company, and that the company assumes full financial responsibility for all re-keying required to restore security, due to keys lost or not returned, shall be submitted through the university construction /project manager to the appropriate IE with signed approval (sample letter requesting key(s)/access - Form 3). Details of this process for contractors are covered in the general conditions of each project. The construction/project manager will be the responsible approving authority for issuance and return of keys.
- Form 3 shall be signed by an appropriate officer of the contractor's company. Loss of keys may require re-keying of one or more buildings and cost many thousands of dollars.
- Key and access holders are responsible for the safekeeping of the key/access device and its use. When leaving a campus area or building, ensure that all doors are secured as they were upon arrival. It is understood the key/access device will not be loaned, copied or made available to others.
- Report lost or stolen key/access devices immediately through the appropriate university construction /project manager to UNC Public Safety (962-8100), and the appropriate IE.
- Company representative(s) to whom keys are being issued must present picture identification and personally sign for all keys.
- All keys shall be returned to the appropriate IE at the completion of the project. Written confirmation is required from the appropriate IE to the university construction/project manager before final payment is made.
II. Requesting/Obtaining/Returning Keys
UNC Students, Faculty, and Staff
- Obtain written signed authorization for requested keys and access, key/access request form (Form 2), from the university chancellor, vice chancellor, associate vice chancellors, deans, director, or assigned key coordinator, for a specific assigned area which access is needed (as covered above in section B, as applicable).
- Present the approved authorization to the appropriate IE for issuance (as covered above in section B, as applicable).
- Return all keys to the appropriate IE prior to leaving school, discontinuing employment, or transferring from your present position. Do not turn keys over to anyone else, such as another person who is assuming your position. You are responsible for all keys issued to you.
Contractors, Consultants, Vendors, and Other Non-University Personnel
- Submit written signed authorization, on company letterhead, for requested keys and access (sample letter requesting key(s)/access - Form 3) from the university chancellor, vice chancellor, associate vice chancellors, deans, director, assigned key coordinator, or university construction/project manager for the specific assigned area access is needed (as covered above in section B, as applicable).
- Present the approved authorization to the appropriate IE for issuance (as covered above in section B, as applicable).
- All keys must be returned to the appropriate IE at the completion of project. Written confirmation is required from the appropriate IE to the University Construction/Project Manager before final payment is made.
III. Lost, Stolen, Un-Returned, and Broken Keys
Report lost, stolen, or un-returned key/access devices immediately through the appropriate department head to unc public safety (962-8100), or the appropriate ie, hre community office (residents), or university construction/project manager as applicable
Broken or Damaged Keys
If a key is broken or otherwise damaged the pieces must be returned to the FS-ACS, or FS-HS as applicable. If a key is broken off in a lock or is malfunctioning notify FS work management center immediately (962-3456). A new key will be issued to the authorized key holder after damage verification. There is no charge for the replacement.
IV. Biennial Key Inventory
Biennially, FS-ACS will schedule and initiate a Biennial Key Inventory/ Certification Audit Letter (Form 4) listing all keys that have been issued to each university school or department, and any unreturned key approved for issuance by any construction/project manager (from FS and Facilities Planning).
Schools and Departments Outside Facilities Services Division
Each campus agency receiving Form 4 shall complete an inventory and certify that all keys are secured and accounted for. Inventory/certifications must be returned to the FS-ACS within 30 days of receipt. Departments will not be issued any additional keys, after the 30 day deadline, until their inventory/certifications are properly completed and returned. Excess or unneeded keys can also be returned at that time.
Facilities Services Division
Each Facilities Services Division department that receives Form 4 shall complete an inventory and certify that all keys are secured and accounted for. All Master Keys (MKs) keys issued to FS personnel must be secured in a locked "key cabinet" within a locked office when not being used by on-duty personnel. Department supervisors are also required to conduct a "no notice" semi-annual inventory of all MKs issued. No one within FS will be authorized to carry any MK when not at work. Inventory/certification must be returned to the FS-ACS within 30 days of receipt. At any time when a certification letter is suspected of being an inaccurate representation, the FS-ACS retains the right to request a physical inspection to actually see all MKs issued to the department.
Construction/Project Managers
Each construction/project manager will receive a Form 4 of contracted services they have authorized issuance of keys that have not been returned and shall also complete an inventory and return to the FS-ACS within 30 days of receipt, certifying that all keys are secured and are accounted for. Construction/project manager authorization authority will be revoked until their inventory/certifications are properly completed and returned.
V. Locks Removed from the University Master Keying System
Circumstances may occur that result in specific areas within the university to request removal from the master keying system. Since removal eliminates the usual custodial, maintenance, and emergency services; special authorization and procedures are required. A representative with a key shall be required to unlock the space and be present while maintenance or custodial work is performed.
These specific areas will normally fall in the high risk or high security categories; such as, controlled substance storage rooms, areas where money is stored, university police evidence rooms, etc.
Written requests for such special keying will be forwarded from the appropriate dean or director to the appropriate associate vice chancellor (AVC) and/or the Chief Facilities Officer for FS for consideration. Please note that standard university locksets and keyways are still required for these areas. With approval of the Chief Facilities Officer for FS, the FS-ACS will key university locks off all masters and cut individual door keys only at the direction of the requesting dean or director.
It is understood that even though no other keys will exist for the specified areas the FS-ACS itself would still not be "locked out". In the event of an emergency and UNC Public Safety is unable to contact the individuals having keys, and forcible entry is necessary, the department is responsible for repairs.
VI. Electronic Card Access Systems
With more university facilities being added to electronic/card access systems, it has become necessary for faculty, staff, students and non-university personnel to have or obtain access to specific facilities. There are currently three separate types of electronic access systems utilized by the university. Support must be obtained in the specific areas that electronic/card access is desired.
UNC faculty, staff, or students should contact the following to obtain access to specific facilities where access is needed:
- For main campus facilities access: Auxiliary Services UNC One Card Office (UNC1), 962-8024. http://www.onecard.unc.edu/
- For student residential housing facilities access: Facilities Services Housing Support (FS-HS), 966-2471.
- For Medical School and UNC Hospital facilities access: Medical School Planning Office (MSPO), 966-2441. http://planning.med.unc.edu/accesscards.htm
For main campus facilities maintenance access: Facilities Services Access Control Shop (FS-ACS), 962-1267. (Facilities Services personnel and Facilities Services contracted services only).
Some departments can issue access within their assigned areas. (Consult with the appropriate department dean or KC for locations where this is permitted.)
Continuous Access - Facilities Services Grounds and Housekeeping Employees
Facilities Services supervisors and emergency call-back personnel will be given continuous maintenance access to all main campus facilities. Supervisors will decide if employees not assigned to emergency call-back duty will be given continuous access. With supervisor approval those Facilities Services employees needing continuous access to a university building can have their UNC One card activated at the FS-ACS. If access is required for student residential housing, contact FS-HS.
If access is required for any medical school facility, contact MSPO.
Temporary Access - Facilities Services Employees
Facilities Services employees needing temporary access to a university building can have their UNC One card activated at the Facilities Services Access Control Shop (FS-ACS). This activation will be time and building limited. It is not necessary to contact the FS-ACS to have a card deactivated. If access is required for student residential housing, contact FS-HS. If access is required for any medical school facility, contact MSPO.
Temporary Access – Contracted Services by Facilities Services: Consultants, Vendors, and Other Non-University Personnel
Prior to the issuance of any access, a current signed document on company letterhead stating their employee(s)' name and position is authorized to possess access on behalf of that company, and that the company assumes full financial responsibility to restore security if the access device is lost, stolen, misplaced or not returned, shall be submitted through the university construction /project manager to the appropriate IE with signed approval (sample letter requesting key(s)/access - Form 3). An access device de-activation and replacement fee of $50.00 shall be charged. If the access device is used to the detriment of the university, other fees and penalties shall also apply. Details of this process for contractors are covered in the general conditions of each project. The construction/project manager will be responsible for issuance and return of any access devices.
The holder of any access device to any university facility is responsible for the safekeeping of that device and its use. When leaving a campus area or building ensures that all doors are secured as they were upon arrival. It is understood the access device will not be loaned or made available to others. Report lost or stolen access devices immediately to UNC Public Safety (962-8100), or the appropriate IE or university construction/project manager, as applicable. The company's representative to whom access devices are issued must present picture identification and personally sign for. All access devices must be returned to the FS-ACS at the completion of project. Written confirmation from the FS-ACS is required before final payment is made by the construction/project manager.
If access is required for student residential housing, contact FS-ACS.
If access is required for any medical school facility, contact MSPO.
VII. Lost or Stolen Access Cards/Passes
Report lost or stolen access cards/passes immediately to:
- UNC Public Safety (962-8100) and the applicable issuing entity:
- (UNC1) Auxiliary Services UNC One card office (962-8024)
- (FS-HS) Facilities Services Housing Support (966-2471)
- (MSPO) Medical School Planning Office (966-2441)
- (FS-ACS) Facilities Services Access Control Shop (962-1267)
- Individual Issuing Department (As Applicable)
VIII. Key Pad Locksets
The FS-ACS Installs And Supports two styles Of keypad locksets:
- Simplex Model 5001 for Basic Function Needs.
- Locknetics/Schlage Model Pro5500 for a more sophisticated computer programmable application.
IX. Forms
See attachments for Forms 1-4.
X. Issuing Entity (IE) Campus Location Maps
Access Control Shop
Facilities Services Construction Shops Building – Rm. 126, (919) 962-1267
Visitor parking spaces available for convenient campus key pickup.
Facilities Services Maintenance Staff UNC Card 1 maintenance activation.
Hours of Operation: 8:00 AM - 12:00 PM & 12:30 PM-4:30 PM (Monday-Friday)
Housing Support Office
Kennon Cheek/Rebecca Clark Building – Rm. 140, (919) 966-2471
Visitor parking spaces available for convenient key and Flexpass pick-up for Student Residential Housing
Auxiliary Services UNC 1 Card Office
Daniels Student Stores – Lower Level, (919) 962-8024
Visitor parking spaces available for convenient UNC Card 1 pick-up
Medical School Planning Office
MacNider Hall – 4th Floor, Rm. 425, (919) 966-2441
Access card pick-up for Medical School Facilities and UNC Hospitals
Contact Information
Primary Contact
Name: Mark Bristol
Office: Life Safety Shop, Building Services Department
Telephone: 919-843-5577