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The University controls access to its space by using traditional key systems, electronic card reader systems and alarms. Key systems are used predominantly for practical and financial reasons. Individual responsibility and accountability is the primary method used to ensure that authorized people request, receive and return control keys or cards as their duties dictate.

Each campus shall have an Access Control Director and each department will have an Department Access/Key Coordinator to develop and implement the access program.

Anyone duplicating, possessing, or using access control keys or cards to University premises without authorization will be subject to disciplinary actions from the University, or criminal charges where appropriate.

This policy defines door access systems and procedures for University of Minnesota facilities to ensure authorized access. Providing proper access will:

• Help the University achieve its educational, research and employment goals by promoting personal health and safety.
• Allow those involved in granting and gaining access to understand their individual responsibilities.

• Procedure 3.10.2.1 - Requesting Access to Buildings

• Facilities Management Service Request
• UMD Facilities Management Key Shop Department Information Sheet

Subject	Contact	Phone	Fax/Email
Primary Contact	Robert Janoski	612-624-1730	janoski@umn.edu
Access Services	Department of Central Security	612-625-9362	cardkey@facm.umn.edu
Call Center		612-624-2900	612-625-5164
Duluth	Kevin Claus	218-726-7158	218-726-6231 kclaus@d.umn.edu

Access Control

Control of entry/exit to an area by any means (mechanical or electronic), divided into four categories on the Twin City campus:

1. Mechanical Key System - Any mechanical device used to operate a mechanically controlled mechanism for entry/exit to a controlled area. These locks typically operate with the Building Master key.
2. Specialized Security Key Systems - Any specialized security lock or change of keying for special areas which utilize a manual/mechanical or electrical push-button, combination lock, with key-override. Also any individual application using a specialized key core that is not operable with the building master keying system.
3. Lockbox Systems - An access control system designed for building access, used by service departments or police/fire personnel.
4. Card Access Control Systems - A high capacity computerized card access control system, either designed with the capability for central system administration by the Department of Central Security, or of a stand-alone type designed for independent administration by a department. An electronic or electro-mechanical device replaces or supplements mechanical key access and the University U-Card is used to unlock doors. Access to specific internal building doors by individuals is determined by the Department Access coordinator. The system provides entry access to various doors within a building and enables automatic locking and unlocking of specific doors or groups of doors at prearranged times during the day.

Access Control Director

The Vice President for University Services has been designated as the overall authority and delegated the responsibility for administration of this policy, procedures, approvals and issuance of all University access keys and is accountable for access and security of all campus facilities and property. On the Duluth Campus, the Vice President for Finance and Operations has been designated as the overall authority to implement this policy and procedures.

Access Control File

Critical records maintained by Department of Central Security, such items as key codes, key copy numbers, and Access Control database as well as departmental control access data.

Access Control Manager

Designated individual within the Department of Central Security who manages the keying system and access service delivery. An individual will be assigned with the Duluth Campus.

Building Key Coordinator (Duluth Campus)

This person is appointed by the "Access Control Director". This person will be in charge of authorizing all requests for outside door access to a specific building.

Campus U-Card Access System

A high capacity computerized card access control system capable of either serving numerous building exterior doors and a number of campus departments or of serving individual doors within a specific department.

Department Access Coordinator

An employee in a given department appointed by the Dean or Department Head to be responsible for the adherence and implementation of this policy.

Department Head (Duluth Campus)

Person in department responsible for appointing "department access coordinator" and authorizing all individual door key requests within their specific department.

Key

Any mechanical device used to operate a mechanically controlled mechanism for entry/exit to a controlled area.

Key Coding

Numerical combinations which control the variety of keys a department uses without jeopardizing access control.

Lockbox

An access control system designed for building access, used by service departments or police/fire personnel.

Access Control Administrator

Oversees the service program for access systems. Elements of this service program include:

• Maintaining access control files.
• Directing the fabrication of all keys for campus spaces, mechanical access control, and specialized security keys.
• Managing a service program for all maintenance and repair work regarding mechanical and electronic access systems.
• Consulting with University Chief of Police (or designee) concerning records of keys lost or stolen. Decisions to re-key or to duplicate keys are based on consultation between the Chief of Police, the Access Control Administrator, and the respective Dean or Department Head. All re-keying will be administered through the Department of Central Security. The cost of routine re-keying and key-cutting is borne by the affected Department.

All University personnel

are required to:

• Sign an approved form documenting record of the issuance of the key.
• Maintain, secure and be responsible for any access control key(s) issued,
• Report loss or theft of access control keys to the Department access/key coordinator, and to the University Police Department (who will notify Facilities Management personnel) within 24 hours of discovery of theft or loss, and
• Return to the Department access/key coordinator, upon terminating from the department, all keys issued.

Deans, Directors, Department Chairs, and Administrative Officers

Fully implement this policy within their respective areas. All records are subject to review by the Office of the Vice President for University Services.

Department Access/Key Coordinator

• Maintains accurate records of all access control activities,
• Orders and issues all department access control keys,
• Prompts recovery of University keys from personnel who are terminated or transferred to another department,
• Returns unassigned departmental access control keys in a timely and secure manner.

Department Head

Appoints a member of his/her department to be responsible for the duties of the Department access/key coordinator, and shall advise the Department of Central Security, in writing, of the departmental member assigned the responsibilities of Department access/key coordinator, and their alternate(s). The notification should include the employees' work address, telephone number and signature (for future verifications).

Individual Departments

Financially responsible for the consequences of violations of this policy by their employees.

Vice President for University Services

On the Duluth Campus, this is the Vice President for Finance and Operations.
Designated as the overall Twin Cities Campus Access Control Director and is responsible for or may delegate the following items:

• Approves all new access control systems and modifications to existing systems.
• Ensures appropriate authorization of all key fabrication and electronic access requests.
• Directs Access Control Manager to conduct a key control record audit as needed.
• Ensures the involvement of Department of Central Security and University Police in the design and planning of new and modified access control systems.
• Requests designated Department of Central Security and University Police employees to conduct reviews of campus departments and units to determine the adherence to and implementation of the access control-policy.
• Reports the results of key control reviews of campus departments to the Executive Vice President and Provost, at regular intervals.
• Directs designated Department of Central Security employees to establish service programs for administering, maintaining and repairing the mechanical and electronic access control systems.

• Determining Eligibility for Access

There is no FAQ for this policy.

• Department of Central Security web site

Amended:

May 2005 - Updated Contacts, Related Information, Responsibilities and Requesting Access to Buildings procedure since the U locksmith and card access is now under Public Safety and not Facilities Management. References to the Department Access/Key Coordinator have been made consistent throughout the policy. Responsible Office changed from Facilities Management to Department of Central Security.

Amended:

September 2000 - Updated Contacts, Definitions, Responsibilities and Requesting Access to Buildings procedure, to take into account the situation in Duluth, when it is different than the situation in the Twin Cities.

Effective:

November 1999

To obtain a copy of a historical policy, e-mail the U Policy Librarian at policy@umn.edu or call 612-624-4372.