Ohio Admin. Code 3337-44-50
This policy establishes appropriate access control standards and procedures to enhance the physical security of Ohio university facilities and assets.
Ohio university access control is the functional area designated to maintain appropriate facility access control systems and procedures to enhance the safety and security of Ohio university students, employees, contractors, vendors, guests, assets, research, and records.
To this end, the university access control office and the university lock shop have the sole authority to install, manage, maintain, modify, and operate all facility access control systems on the Athens campus. This includes both physical key and electronic access control systems. Electronic access control system are maintained and operated in partnership with the office of information technology. These functions may be delegated to other appropriate personnel at Ohio university regional campuses, extension campuses, and centers at the discretion of the vice president for finance and administration.
Ohio university requires that departments and units maintain appropriate records and control of all keys and access credentials issued to them by access control in compliance with the provisions defined below. In addition, individual key and credential holders also have personal responsibilities related to use, protection and disposition of university keys and access credentials.
Issuance of keys and access control credentials should be evaluated on a case-by-case basis. Keys and credentials should be issued only when necessary, especially when granting access to space that contains valuables, confidential materials, dangerous substances, or equipment.
The following principles should be applied in determining if issuance of a key or credential is warranted:
Whenever possible, utilize means for access that do not require the issuance of keys or credentials to an individual especially when the need for access is infrequent, arises because of special circumstances, or is short-term. In such circumstances, arrange for an individual responsible for the space to provide access rather than issuing a key or credential.
When access is only needed on a temporary basis and a key or credential is deemed necessary, a clear timeline and process for return should be determined and communicated at the time of issuance.
Issue keys or credentials that open the least number of spaces required for an individual to perform their assigned responsibilities.
When possible, access should be issued via electronic access credentials rather than issuance of physical keys. Access provided through the electronic access control system is easier to control, monitor and audit.
University access control is charged with the following functions and responsibilities:
It is the responsibility of each department head to designate an employee or employees to serve as the official departmental key contact(s) for their unit or area. Departments are responsible for the following functions:
Individual key / access credential holders are responsible for:
For reasons of personal safety, all university access control systems must allow for master key operation by emergency services personnel (fire and police).
Because master keys open entire areas or buildings and carry a significant level of risk if lost or compromised, access to them should be restricted to the fullest degree possible without impeding operations.
In the normal course of operations (i.e., except in emergency situations), facilities management, access control, Ohio university police department (OUPD), and other service personnel are prohibited from providing access to locked spaces to individuals that are outside of their department. Individuals should contact their departmental key contact to arrange for another departmental staff member who has access to assist in the event of lockout situations.
Furthermore, the only department authorized to handle lockouts in residence hall spaces is housing and residence life. No other university personnel will provide access to occupied residence hall spaces under any circumstances.
To provide for efficient and timely unlocking and locking of building perimeter doors, access control recommends the installation of electronic access controls to allow for automatically scheduled unlocking and locking of perimeter doors.
Facilities management only provides locking and unlocking of the perimeter doors on academic classroom buildings and other appropriate buildings where electronic access control is not available. Buildings that meet the above criteria will be unlocked sometime between five a.m. and seven a.m. and secured sometime between eleven p.m. and midnight on Monday through Friday only.
If a building requires a schedule that varies from the times listed, then unlocking and locking must either be handled by the department/unit or electronic access controls that allow for remote scheduling must be installed.
No unlocking service is available or provided for any interior doors at any time. It is the responsibility of the department that controls the space to enhance that anyone who has been authorized to use any space has access to that space as needed.
Contractors and vendors who require regular or prolonged access to Ohio university facilities may be issued keys or access credentials at the request of a sponsoring department with the approval of access control.
Requests for contractor or vendor access should be directed to the access control office in writing at least forty-eight hours in advance. The request should include the following information:
No keys or credentials will be issued to any outside entity without prior written notice and approval.
Contractor access to occupied residential space will only be granted when escorted by Ohio university personnel. No interior keys will be issued for occupied residence halls.
Any cost incurred by the university as a result of a lost or compromised key or access credential issued to an external entity will be billed to that entity.
In the case when property is leased by the university from a third party, the lease may prevent conformity with this policy.
In the case when a university owned building or space is leased to an external party, this policy should be referenced in the lease.
Decisions made by access control as provided for in this policy may be appealed to the associate vice president for facilities management and safety.
Ohio Admin. Code 3337-44-50
Promulgated Under: 111.15
Authorized By: 3337.01
Amplifies: 3337.01