Faculty Handbook

Western Connecticut State University

WESTCONNect Office Access Authorization Policy

(Keys, Card Access, Building/Room Access)

Overview

The WESTCONNect Office is responsible for coordination of the physical security of the university's facilities.  This includes all locksmith services functions (locksets, door closers and keys) as well as electronic security systems (card access systems and CCTV systems).

The WESTCONNect Team strives to make facility security as convenient as possible tot he end-user without compromising security.  Keys, alarm codes and access to restricted areas are all provided by the WESTCONNect Office upon the approval of Deans, department chairs, directors or club advisors.  Keys and codes may be picked up at the WESTCONNect Office in Old Main.  Please bring proper photo identification, a WESTCONNECT card or driver's license when picking up keys or codes.  Items will not be issued without proper authorization and identification.

Facility Security on Campus:

The university utilizes a variety of physical security methods to ensure a safe academic environment.  Locksets and physical keys, alarm systems, stand-alone electronic locksets, on-line access control systems and closed-circuit television (CCTV) systems are utilized to provide the most effective security based on the type of facility.  Facilities include:

  • Residence halls
  • Academic Buildings
  • Administrative Buildings
  • Garages
  • Other Support Facilities

Request Access

It is required that Department or Division heads approve all requests for access to secured areas.  Each department is responsible for maintaining records of their access requests.  In situations where the specific area requested is outside of the department's area of responsibility, than authorization from the appropriate managing department will be requested.

All keys are inventoried through a computerized key inventory system maintained by the university locksmiths.  Each key issued is assigned to an individual who is responsible for its use/misuse.  Please do not loan your keys to others, or provide unauthorized access to restricted areas by unlocking doors for others.  Please do not "swap" keys with others as you are still responsible for the keys issued to you through the key inventory system.  Keys must not be exchanged from one person to another.  If there is a need to reassign keys please contact the WESTCONNect Card Office staff.

All individuals granted card or key access agree to the WESTCONNect Access Receipt and Responsibility Statement.

Types of Access:

Individual Access:

All individual requests for access should be submitted on the Semester Access Request Form.  Only forms with authorization from the appropriate Department or Division Heads or Deans in the form of a signature or inclusion on an e-mailed form will be accepted.

Departmental Access Requests:

Departments may submit a Semester Access Request Form at the start of any given semester for all their faculty, staff, assistants and students.

Key Box Access:

In lieu of issuing master keys to individuals, the university has deployed electronic key boxes for use in various buildings.  The key boxes are operational via the WESTCONNect card, and release only the assigned key tag.  Keys are to be used and promptly returned tot he same key box, as tags are shared by multiple users.  Key tags are not to leave the building to which they have been assigned.

Access Policies:

Access Expiration:

Unless otherwise indicated, all student and part time/adjunct access is terminated at the end of the semester.  New requests for access must be submitted each semester.

Full time faculty and staff retain given access unless otherwise indicated.

Card Access Control Policy:

The university utilizes card access in a variety of areas on campus.  All areas on the card access system are monitored by the University Police Department.

Security is a cooperative effort by all parties; systems administrators, system monitors and end-users.  All individuals must take responsibility for assisting with both personal security as well as protection of assets.  To that end, all policies and procedures must be read, understood, adhered to and enforced.

Cards are issued to a specific individual and must not be passed between individuals.  it is important to understand that the card access system provides audit capability by date, time, location and individual cardholder information.

Some areas require the use of a 4-digit PIN.  The PIN is chosen by the cardholder and may be any 4-digit combination.  Do not provide anyone with your PIN, do not write your PIN on your card or keep your PIN written in any location near your CARD.

Except in cases of open building/normal business hours or conducting classroom or lab hours, all access control areas must remain locked.  When card access areas are found unlocked and unattended, an investigation will be conducted and may result int he removal of access privileges or further disciplinary action.

When areas are secured, authorized card holders should not provide access to other unauthorized individuals.  For example, when working in a lab, doors should not be opened to allow others access, anyone with approved access will have their own card for access.  providing access to an unauthorized individual may result in removal of access privileges.  Please refer anyone requesting access to the WESTCONNect Office, or for after-hours access, contact the University Police Department.

Professors who are leaving a card access classroom must lock the door before turning the room over to the next professor.  This allows for an electronic "Turning over" of responsibility for the room and its assets, and provides accurate audit trail capability.

Lost cards must be reported immediately to the WESTCONNect Office so that access may be removed or temporarily suspended until such time as a new card is issued or the original card is located.  After-hours lost cards may be reported to the University Police Department.  Unless lost cards are reported and deactivated, someone who finds the card and attempts to use it, may be able to gain access to secured areas.

Return of Keys:

Department heads are responsible to ensure that when an employee, including student worker, turnover occurs within their respective units, that they retrieve all means of access from those individuals who are no longer required to have access to the facility.

All keys must be returned to the WESTCONNect Card Office.  All returned keys will be removed from the individual's key inventory records.  A receipt for proof of return of keys will be provided at the time of return.

Duplicating Keys:

The university utilizes a patented, high-security keying system that prevents its keys from being duplicated by outside sources.  All keys for the university must be cut by the university locksmiths.  All keys are inventoried and maintained by the university locksmiths.

Miscellaneous keys that are not inventoried include, but are not limited to:  file cabinets, desk locks, tool boxes, panel keys, lockers, freezers, and storage cabinets.

WESTCONNect Access Receipt and Responsibility Statement

The key/code is the property of Western Connecticut State University and is on loan to me.  Use of this key/code is intended solely for my person use and safeguarding and will not be be given to anyone or duplicated.  In the event this key or code is lost, stolen, misplaced or compromised in any way, I will notify the WESTCONNect Office.

I understand that should I lose this key, I will have to pay the appropriate replacement charges as determined by the WESTCONNect Office according to the fair market value of replacement.

It is my full responsibility to return this property to the WESTCONNECT Card Office in the event that I leave WCSU employment and should I fail to do so, the university may take the appropriate legal action to recover its cost.

Revised 6/13/11

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Report a Problem

Work Order Request

This includes problems with any regular locks, card access locations, or key boxes.

Please put in your request using the Internet through the University's computerized, Internet-based SCHOOLDUE work order system.

  1. Enter the address www.schooldude.com and select client login.
  2. Sign on.  If you do not have an ID in the SCHOOLDUDE system, please contact your department secretary, resident director of William McDevitt in the Maintenance trades area.
  3. Select the product we use from the drop down list below the sign on (Maintenance Direct)
  4. Use the web interface to log your request.

We strongly recommend you "save to favorites", the account log-in screen on your internet browser so you don't forget the address and you will always know where/how to get in and make requests.

Please note that you can mark a request as an emergency, however we also ask you to contact the WestConnect Office at 837-9311 during regular hours or Campus Security at 837-9300 for emergency servcies.

Report a Lost Key/Card

Lost keys and/or cards should be reported immediately to the WESTCONNect Card Office during normal business hours.  After-hours, lost keys and cards may be reported to the University Police Department.

Lost keys may result in an area being re-keyed.  Costs for re-keying an area may be charged back to the department.

Residence Hall Access

The university's residence halls are secured at all times.  All residents' cards are programmed for access to their assigned buildings.  A WESTCONNect Card must be presented in order to enter the building; at no time should anyone hold open a door to allow another person to enter the building without using a card.  If you are visiting someone in the residence hall, please use the courtesy phone by the main entrance to call the person whom you are visiting.

Access to individual residence rooms is managed by the Residence Life staff.

Lost cards should be reported immediately to the Resident Director so that the card access may be deactivated.  Temporary cards are available from the Resident Directors until a replacement card may be obtained at the WESTCONNect Card Office during the next business day.

Contractor Access

All authorizations for contractors must be coordinated through the university's Planning and Engineering office (203-837-8679).  Contractors will not be issued keys or access cards directly, but rather may obtain the required access medium upon check-in at the University Police Department.  It is required that contractors check-in and check-out with the University Police Department each day they are working on the campus.

It is mandatory that the company provide a contact name and telephone number for the primary person responsible for the use of the keys, i.e. that all keys/cards are used properly and returned to the University Police Department.  All cards and keys must be returned to the University Police Department daily.  All subcontractor information must be submitted as well.  Subcontractors are subject to the same access procedures as the general contractor.

Tthe university's receipt and responsibility statement is applicable to contractor personnel.  An issued key must remain in the possession of the person authorized to sign for them at all times, until returned tot he University Police Department.  Contractors should be instructed to bring a valid form of photo identification and proof of employment tot he University Police Department when signing out keys.

PIN Code

All university community members must choose a 4-digit PIN to be utilized with their card for door security purposes.  In order to establish a PIN, please visit the WESTCONNect Card Office.

CCTV

Closed Circuit Television is in use in various public areas on both campuses.  Areas include the parking garages, lobbies of residence halls, 24-hour computer labs, and exteriors of buildings.  All cameras are recording and may be monitored.  Retrieval of video may be conducted by the University Police Department as it related to criminal investigation.

Form can be found at: www.wcsu.edu/westconnect

 

Revised 7/05

Revised 8/09


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