Policy No. AD- 1370.1A

Back to top

POLICY & PROCEDURES MEMORANDUM

    TITLE:   ACCESS CONTROL

       PROCEDURES

   EFFECTIVE DATE:   July 1, 2003*

       (*Title Updates 2/24/05)

         CANCELLATION:   DCI 1370.1 (1/23/80)

      OFFICE:   Administrative Affairs (AD)

POLICY STATEMENT

The purpose of Delgado Community College’s access control program is to ensure the safety of employees, students and visitors while safeguarding the physical assets of the College. The primary objective of Delgado Community College’s access control policy is to balance the goal of maximum utilization of and access to facilities with the need to control such utilization and access for safety and security purposes. These objectives are supported through responsible access privilege (key and electronic) control.

Maintaining accurate, effective access control – through metal keys and electronic devices – is critical to protecting individuals and physical assets. The recent addition of the Access Control System allows for more controlled access to buildings on campus. The Access Control System creates a record of times and dates when facilities are in use and allows for the automatic opening and closing of buildings and securing them after hours.

Specific procedures and responsibilities for operation of the Access Control System are outlined further in this memorandum.

PROCEDURES & SPECIFIC INFORMATION

1.   Purpose

To provide guidelines for access to College-owned and leased facilities through metal keys and electronic access cards.

2.   Scope and Applicability

This policy and procedures memorandum applies to all College operating units and to all employees, students and visitors of Delgado Community College.

3.   Responsibilities

A.     The Central Access Control Administrator :

(1)  Is assigned to the Campus Police Department and is responsible for the utility, security, maintenance and coordination of the card access system; and

(2)  Is responsible for coordinating with the Department Access Control

 Managers and the Satellite Campus Access Control Directors in providing

 and managing access to facilities.

B.     The Department Access Control Manager :

(1)  Is a management-level employee designated by each department head to serve as the department’s liaison with the Central Access Control Administrator; and

(2)  Exercises the authorization, on behalf of the department head, to approve and assign employee access to facilities.

C.     The Satellite Campus Access Control Director:

(1)  Is a management-level employee of a satellite campus (West Bank Campus, Charity School of Nursing, and Northshore Campus) designated by the Campus Provost to serve as the campus’s liaison with the Central Access Control Administrator; and

(2)  Exercises the authorization, on behalf of the Campus Provost, to approve and assign employees access to facilities on the campus.

D.   The (Non-electronic) Key Control Manager :

 (1)  Is an employee of the Maintenance Department who maintains the master key control  log for the College;

 (2)  Ensures the master key control log is current and available to the Campus  Police  Department.

 (3)  Coordinates the keying of all mechanical locks on campus; and

 (4)  Works with the Central Access Controls Administrator in assuring

   security controls are in place for non-electronic key usage.

E.   The Campus Police Department:

 (1)  Provides authorized employees with access to buildings and offices when  metal keys or  access cards are not available.

 (2)  Acknowledges and responds to alarms initiated by the electronic card access  system; and

 (3)  Conducts daily physical security inspections of facilities during and after  hours.

F.   Each Employee:

  .    (1)  Is responsible and accountable for metal keys or access cards issued to              him/her;

     (2)  Reports loss or theft of a metal key or access card immediately to Campus              Police and Key Control Manager;

     (3)  Returns keys to department head upon request or at time of separation,              termination or  retirement from the College; and

     (4)  Compensates the College for any costs incurred for any keys not accounted for            while employed or at the time of employee’s separation, termination or              retirement from the College.

4.     Metal Key Control Guidelines

   A.  In the issuance of metal keys, individual College employees will be issued the            following:

     (1)  The lowest level key in the system hierarchy that is necessary to provide              access required by the individual’s position and responsibilities; and

     (2)  The least number of keys necessary to properly conduct his/her job duties.

   B.  All keys are property of the College. It is a violation of this policy for any            employee to attempt to duplicate or to have duplicated any key issued by the College.

   C.  Only the Key Control Manager is authorized to duplicate keys. College keys are            marked with a distinctive stamp. The Key Control Manager maintains a master

     key control log for the issuance of metal keys.

   D.  Keys are issued by the Key Control Manager upon receipt of a Key Control Form ,            Form 1370/001 (Attachment A).

   E.  The Maintenance Department is responsible for installing, maintaining, servicing,            replacing and updating all locks used to secure College facilities and property.

   F.  Individual room or area keys are issued to the appropriate department head.            Each department head is responsible for issuing keys within his/her area of control

     and responsibility through the Department Access Control Manager.

   G.  The loss or theft of a key must be reported immediately to Campus Police and the

     Key Control Manager by the person to whom the key was assigned.

   H.  Each department head, or his/her designated Department Access Control Manager,

     is responsible for retrieving issued keys from employees prior to termination,            separation or retirement from the College and immediately notifying the Key Control          Manager of any changes in key access.

   I.  Certain non-College personnel (e.g., telephone service, elevator service, certain            vendors and contractors, and lessees of College facilities, etc.) may have an ongoing          need for access to College facilities. In such cases the head of the unit that contracts          for these services will provide appropriate access to the vendor or contractor. The          department head must maintain a record of keys provided to non-College              personnel and immediately provide this information to the Key Control Manager.

5.     Card Access Control Guidelines

   A.  Exterior doors are controlled by electronic access cards.

   B.  To request an access card for an individual, Access Card Request Form s (1370/002)          must be filled in completely listing the doors to which the cardholder is authorized to          access and days and times the card will be active.

   C.  An access card will be issued only with proper authorization from the employee’s            department head, the Department Access Control Manager (or Satellite Campus            Access Control Director, if applicable) and the Central Access Control Administrator.

   D.  The cardholder must immediately report to the Campus Police Department and the          Central Access Control Administrator the loss or theft of an access card.

   E.  The department head must immediately notify the Central Access Control              Administrator in the Campus Police Department upon separation, termination, or            retirement of a cardholder and must immediately retrieve the card from the            cardholder, if possible.

   F.  If a door is forced open or held open too long, an alarm is initiated.

   G.  Modifying, removing or attempting to defeat or disable any access control systems are          not permitted except in cases of system failure, maintenance or repair.

6.     Cancellation

This policy and procedures memorandum cancels DCI 1370.1, Lock and Key Control, dated January 23, 1980.

                 SIGNATURE

J. Terence Kelly

Chancellor

Attachments:

   Attachment A -   Key Control Form (1370/001)

   Attachment B -   Access Card Request Form (1370/002)

Review Process:

 Ad Hoc Committee on Access Control Policy 6/10/03

 Business Affairs Council 6/17/03  

 Executive Council 7/1/03

Distribution:

Electronic Distribution Via Intranet and Email Systems

    Attachment A  

KEY CONTROL FORM

              Date:

Name of Employee          Campus/Department

Title of Employee          Office Phone

Please issue above employee key(s) to the following areas (include precise building, room numbers):

Approved:    _____________________________  _______________________________

       Signature of Department Head    Title

       _____________________________  _________________________________

       Key Control Manager      Date

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Issuance of Keys- - - - - - - - - - - - - - - - - - - - - - - - - - -

I acknowledge receipt of the key(s) described above. I understand that all keys are property of the College and it is a violation of College policy to duplicate or to have duplicated any key issued by the College. I further acknowledge responsibility and accountability for this key(s). I will report loss or theft of the key(s) to Campus Police immediately and will return key(s) to my department head at time of separation, termination or retirement from the College. I further agree to remain knowledgeable of and abide by the College’s Controlled Access policy while in possession of the key(s).

__________________________________    _________________________________

Employee’s Signature          Date

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Return of Key(s)- - - - - - - - - - - - - - - - - - - - - - - - - -

The above key(s) has been returned to the Key Control Manager.

__________________________________    _________________________________

Signature of Key Control Manager      Date

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Issuance of Replacement Key(s)- - - - - - - - - - - - - - - - - - -

The above key(s) have been lost or stolen. Replacement keys have been issued to the employee.

__________________________________    _________________________________

Signature of Employee          Date

__________________________________    _________________________________

Signature of Key Control Manager      Date

Form 1370/001 (3/05)

Attachment B

ACCESS CARD REQUEST FORM

Employee’s Name     Social Sec. No.  Division/Department   Office Phone  Home Phone

Please issue above employee card access BEYOND NORMAL COLLEGE HOURS  to the following  (Electronic form users-- To mark a desired box, double-click desired “” and choose “checked”):

CITY PARK CAMPUS BUILDINGS:

Additional Specific Information (Room numbers, as applicable), etc :

OTHER CAMPUS BUILDINGS (Check Campus Location):

 West Bank Campus           Charity School of Nursing Northshore         Other: 

Specify Buildings, Room Numbers as applicable:

DAYS & HOURS OF ACCESS:

College Hours        6:00 a.m. – 10:30 p.m. – 7 Days     Unlimited – 24 hours/ 7 days Limited Access (list below):

Limited Access:

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Issuance of Access Card - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

I understand and agree that the access card issued upon approval of this request is the property of the College and I further acknowledge responsibility and accountability for the card. I will report loss or theft of the card to Central Control Access Administrator in the Campus Police Department immediately and to my department head. I also understand that the access card is issued for my exclusive use and may not be duplicated, loaned or used to allow any unauthorized person into a controlled area. I further understand and agree that my full cooperation will be expected during any investigation concerning a security matter that might have occurred in a controlled facility during a time when my presence in the facility has been recorded by the system. I further agree to remain knowledgeable of and abide by the College’s Controlled Access policy while in possession of the card, and I understand that any violations of this policy may result in revocation of access card use and/or disciplinary action.

Employee’s Signature:  ______________________________________________  Date: __________________

Approved:  _____________________________  ________  _____________________________  ______

     Division/Department Head      Date    Provost/ Vice Chancellor (as applicable)  Date

     _____________________________  ________  _____________________________  ______

     Department Access Control Manager  Date    Central Access Control Administrator  Date

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Replacement Card Issued - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

I acknowledge receipt of replacement access card and the payment of $10.00 replacement fee.

Employee’s Signature:  _________________________________________    Date: _________________

Approval Signature:  _________________________________________    Date: _________________

       Division/Department Head              Form 1370/002 (11/03)

Back to top

1

3