Control of Access to University Facilities and Spaces

Policy Number: FM-4200-001

Policy Title:  Control of Access to University Facilities and Spaces

Vice Chancellor/Associate Chancellor:  Vice Chancellor for Administrative Services

Unit Responsible for Policy:  Vice Chancellor for Administrative Services

Effective Date: December 1, 2018

Contacts: Executive Director, Facilities Management (VCAS). Director, Technology and Building Systems (VCAS)

Policy Statement: In the interest of providing the University of Illinois Chicago community with a safe environment to learn, teach, live and work, the University limits and controls access to University facilities and spaces.

The Vice Chancellor for Administrative Services is responsible for establishing campus-wide policies related to building access. University Departments are responsible for establishing policies regulating access to departmental spaces.

University spaces can be secured using two methods: mechanical locks that may be opened using keys or electronic access control.

Reason for Policy: Access to buildings and specific areas on campus may need to be restricted in order to provide a safe and controlled environment for the University of Illinois Chicago. It is also imperative that the circulation and recovery of University keys and electronic access control be closely monitored by the University.

The specific purpose of this policy and its associated procedures is to:

• Set minimum access standards that must be maintained throughout the University to protect the University's property and assets and to maximize personal safety;
• Ensure that keys and card access are issued only to appropriate persons and for appropriate reasons;
• Define the responsibilities of University departments with respect to managing access to departmental spaces.

Key Issuance and Management: Roles and Responsibilities

Key Holders: Keys and locks to University facilities and spaces are the property of the University and should be obtained and managed in accordance with this policy. Key holders are subject to all applicable State of Illinois laws and regulations including those that relate to the proper use of state property. Key holders also assume responsibility for safekeeping of keys and their use. University keys shall not be made available to unauthorized persons or duplicated. Individuals who lose University keys or violate this policy may be subject to fines, disciplinary action, or criminal charges where appropriate.

Vice Chancellor for Administrative Services: The Vice Chancellor for Administrative Services is responsible for campus-wide key management policies and supporting procedures, controlling access to public or common University spaces, and for the issuance of new or replacement keys. Authorization for keys to common or public spaces shall originate from the Vice Chancellor for Administrative Services or designee. Keys to common or public spaces that are secured using both mechanical and electronic access control will only be issued after review and approval of the key request by the Vice Chancellor for Administrative Services or designee. The Vice Chancellor for Administrative Services oversees UIC Facilities Management and its subordinate units, including the UIC Lockshop.

University Departments: Departments are responsible for controlling access to departmental spaces and any associated department-specific key management policies and procedures. Departments are required to designate one or more security contacts who are authorized to request and/or pickup keys from the UIC Lockshop. Departmental security contacts must be designated by the responsible Vice Chancellor, Dean, or Department Head. Departments are required to notify the UIC Lockshop in the event of any changes to the list of approved security contacts.

Departmental Security Contacts: Departmental security contacts are responsible for ordering and/or picking up keys from the UIC Lockshop on behalf of departmental staff and recovering University keys from personnel who are terminated or transferred to another department. If a key holder no longer requires access to an assigned key due to a change of job duties or employment status or for any other reason, departmental security contacts are responsible for ensuring that the key is promptly returned to the UIC Lockshop.

Special Key or Lock Requests
Departmental requests to install locks that are not based on the standard campus master key system require written approval from the Vice Chancellor for Administrative Services as well as the Vice Chancellor responsible for the department.
Departmental requests for B Master or Building Master keys require written approval from the Vice Chancellor for Administrative Services as well as the Vice Chancellor responsible for the department.

Lost Keys
University Police must be notified within 24 hours when keys are lost, stolen or found.

Electronic Access Control: Roles and Responsibilities
i-card Holders: All i-card holders are subject to University Card Terms and Responsibilities. With respect to electronic access, i-card holders are expected to secure their i-cards and their electronic access to University facilities and spaces. Individuals who violate this policy may be subject to fines, disciplinary action, or criminal charges where appropriate.

Vice Chancellor for Administrative Services: The Vice Chancellor for Administrative Services is responsible for:

1. Establishing campus electronic access policies and supporting procedures.
2. Oversight and approval for all new access control systems and modifications to existing systems.
3. Administration and maintenance of all access control systems.
4. Management of i-card access to public or common spaces where ingress is secured using electronic locks and door access readers.
5. Providing departments with software tools to manage access to departmental door access readers.

University Departments: Departments are responsible for managing electronic access control to departmental spaces, and any associated department-specific access control policies and procedures. The Vice Chancellor for Administrative Services will provide departments with software tools to manage access to departmental door access readers. Departments are encouraged to designate one or more staff members as Area Access Managers to coordinate electronic access management for departmental spaces. Department policies, procedures and grants of access may be subject to periodic review at the college level at the discretion of the Vice Chancellor or Dean. If an individual with electronic card access to University spaces no longer requires continued access due to a change of job duties or employment status or for any other reason, the individual's department is responsible for ensuring that access is promptly revoked.

Minority Impact Statement: This policy does not have any disproportionate or unique impact on the University's minority students, staff or faculty.

Who Should Read the Policy:  All UIC faculty, staff, employees, vendors, consultants, contractors, agents and representatives at the Chicago campus and its regional or other sites
(included but not limited to all UI Health sites). This policy applies to any individual accessing University controlled areas using a University key as well as those assigned to key pickup.

Definitions:

• Area Access Manager: Person designated by a Vice Chancellor, Dean, Director, Department Head or Building Manager who is responsible for authorizing and processing all access control transactions for the department or unit.
• B Master Key: B Master Keys grant access to most building entrances, stairwells and corridors, and trade spaces on campus, and recipients therefore require the highest level of security clearance for approval.
• Building Master Key: Building Master Keys grant access to all locks within a given building.
• Door Access Reader: Any electronic or electromechanical locking device that can be controlled from a site that is remote from the device. Any device that can be programmed or reprogrammed, that could have access control lists added, modified, or removed from a site that is remote from the device. Any device that can be opened, unlocked, locked or disabled from a remote location.
• i-card: University of Illinois identification card issued by the UIC ID Center.
• Key: The term "key" refers to the means by which one gains entry into a secured entry point. A "key" may be used in reference to traditional lock-and-key arrangements in doors, swipe cards or other non-mechanical means of gaining access, or access codes for spaces with additional security needs. However, most references will be made to traditional metal lock-and-key arrangements.
• Magnetic Stripe Cards (or Mag-stripe cards): Magnetic stripe cards are i-cards that require the user to swipe the card through a door access reader slot to lock or unlock the door or related resource.
• Proximity Cards (or prox-cards): Proximity cards are i-cards that allow contactless activation of a door access reader. Since these cards do not require physical contact with the reader, they are relatively maintenance and wear-free.
• University Key: Key that opens University-controlled buildings, facilities, or structures, to include gates. For the purposes of this policy, this would normally exclude keys to lockers, desks, systems furniture, equipment or cabinets, all of which are controlled at the department level.

Procedures: Procedures for this policy can be found on the UIC Facilities Management website.

Related Laws, Regulations, Statutes, and Policies:

• Use of University Premises and Facilities, General Rules Concerning the University: Art.V, Section 1 (b)
• University Card Terms and Conditions

Document History

Approved by: Committee on Policy, CVC, Chancellor
Approval date: November 14, 2018
Approved as: New Policy