Facilities Access Policies

Facilities access policies are intended to advance the university’s educational mission by enabling more efficient management of the university’s physical plant and increasing protection of students, employees, guests, and property.  PLU’s facilities access policies described below

• Set standard building hours (section 1.0 and appendix 1)
• Define basic privileges and procedures ,and establish procedures for granting exceptions to basic privileges (section 2.0)
• Determine eligibility for and responsibilities of key, card, and lock box holders (section 3.0)
• Outline policies and procedures for acquiring key and card access and temporary access (5.0)
• Maintain a list of building  authorities (appendix 2), who authorize exceptions to basic privileges

PLU’s facilities access policies were endorsed by Academic Deans Council on [date] and approved by President’s Council on [date].

1. Building Hours
2. Building Access
3. Eligibility and Responsibilities
4. Eligibility and Responsibilities for Lock Boxes, Master Keys, Key Sets, Card Swipes
5. Procedures for Acquiring Key, Card,and Temporary Access and Campus Safety Assistance
6. Appendix 1 - Building Hours
7. Appendix 2 - Building Authorities

Building Hours

1.1 Standard Building Hours

Publicly accessible buildings, including all instructional facilities, are opened Monday through Friday by 7:00 a.m.  Buildings remain unlocked until secured for the night at 6 p.m. or one-half hour after the last class ends in that building, whichever is later.

1.2 Exceptions to Standard Building Hours

1.2.1 Building Exceptions
Mortvedt Library, University Center, Olson Auditorium, and Campus Safety Office typically maintain non-standard building hours.  Other buildings may set alternative schedules with endorsement by building authorities (appendix 2) and approval by President’s Council.

1.2.2 Schedule Exceptions
    •    No one may be present in a publicly accessible building during the following times, except as authorized by building authorities:
    ◦    Daily between 2:30 a.m. and 6:00 a.m. (for cleaning and other maintenance)
    ◦    During construction and maintenance projects at the direction of Facilities Management in consultation with the building authority
    ◦    During campus emergencies or other temporary schedules, determined by the Office of the President in consultation with the Vice Presidents, that expressly preclude all or specified categories of personnel from campus.
    ◦    Refer to Appendix 2 for all access schedules.

1.2.3 Variances to Building Hours
Variances to standard building hours must be requested by designated building authorities (appendix 2) and approved by President’s Council.

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Building Access

2.1 Basic Privileges

Authorized access to work, instructional, or meeting space in a locked facility can be enabled in three ways: key, card access (electronic), or with the assistance of Campus Safety personnel.  Access to space through these means is regulated by the following policies:

• Keys or cards for individual office space may be acquired via online request form submitted by a supervisor, department chair, or building authority (or designates) at plu.edu/~lutecard
• Keys or cards for other work locations (e.g., labs, instructional space) in other buildings are acquired via online request that must be approved by the designated building authority (appendix 2) in which the space is located
• When access requests are approved, access parameters for individual key or card holders are designated according to this policy and individual access parameters are registered in the Lutecard Operations database (section 5.0)
• Keys or cards for building entrances will be issued only to faculty with benefits and full-time exempt employees who are required to regularly access building entrances outside standard building hours (sections 2.2 and 5.0)
• When occasional access outside standard buildings hours is required, employees may be granted access to the building in which their work space is located via request to Campus Safety.
• Campus Safety will provide access to a building and/or office outside scheduled building hours only after an online request to www.plu.edu/~lutecard is approved by the building authority. Exceptions are noted in section 1.2 and 2.4.
• Access is restricted for areas with specific safety and security concerns identified by the Director of Facilities Management and/or the Director of Campus Safety

2.2  Temporary or Short Term Access Outside Building Hours

Temporary or special circumstances may necessitate after-hours access to offices, labs, and other learning spaces, or recreation facilities

• Employees may gain occasional access to locked buildings in which their office space is located by contacting Campus Safety, which will verify the access parameters for the individual on the Lutecard Operations database
• Temporary access may be acquired at the request of a sponsor (e.g., class instructor, lab director, office occupant), who may submit a class roster, list, or individual’s name via online request at www.plu.edu/~access
• Approved temporary access consists of card access and/or Campus Safety assistance

2.3  Contractors, Consultants, Maintenance Company Access

Vice Presidents, President’s Office Staff, and Directors, Assistant Directors, Managers of Campus Safety, Facilities Management, Residential Life, and  I&TS have authority to admit contractors to buildings or other premises on a temporary basis (section 5.0).   Keys or cards may not be permanently issued to contractors.
 
2.4  Access Without Prior Approval

Campus Safety Director, or the Operations Supervisors, may allow individuals access in certain situations in concert with building authority authorization.

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Eligibility and Responsibilities

3.1 Eligibility for Keys and Cards

The following are eligible for keys and cards, subject to the discretion of the appropriate department chairs/directors, building authorities, and section 2.0:

• All regular employees, including visiting faculty
• Affiliates who are allocated permanent work space on campus
• Student employees eligible for key or card access under section 2.0 and with on-campus supervisor approval
• Contractors who are sponsored by those noted in section 2.3
• Student residents


3.2  Responsibilities of Key and Card Holders

All key or card holders must:

• Comply with all building access policies and procedures
• Secure all doors immediately upon entry of a locked building
• Never loan a key or card to someone not registered as the key or card holder
• Prevent other individuals from entering space for which they are not approved (i.e., tailgating in behind someone passing through a locked entry)
• Not duplicate a key or card
• Protect PLU keys and card swipes from theft and loss
• Notify supervisor and Lutecard Operations immediately of a loss or theft
• Return keys and/or cards immediately at end of employment term or change in employment terms or location (e.g., transfer to a different unit, change of  responsibilities)
• Accept full responsibility for returning keys or cards to Concierge Desk as warranted
• Pay replacement fees for lost or unreturned keys or cards

3.3 Responsibilities of Departments

Departments who authorize access must:

• Participate in key and card audits in cooperation with Lutecard Operations
• Notify Lutecard Operations when access privileges for employees change
• Notify Lutecard Operations when keys or cards are lost or missing
• Pay for the cost of rekeying, recoring, and replacement keys for keys or cards that are lost or unreturned

3.4 Responsibilities of Building Authorities

To apply the access management policies to key, card, or temporary access requests and authorize (or deny) access to space and equipment therein, under the building authority’s management.
Appropriate access approvals will provide space occupants and property the maximum protection from harm, theft, vandalism, and other injury.
Considerations include: the level of  natural security, equipment instruction, and if security habits are appropriate for requestor during the time period of access.  For example: holiday schedules and between the hours of 10pm and 7am.
Can the key or card be collected?
 
3.5 Responsibilities of Lutecard Operations

Access needs three day turn around

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Eligibility and Responsibilities for Lock Boxes, Master Keys, Key Sets, Card Swipes

Units are required to manage key rings, master keys, and lock boxes issued to them.

• Master keys/key sets/master card swipes are permitted for limited circumstances; approval is gained through the Lutecard Operations Directo
• Departments are responsible for the cost of re-keying, re-coring, and/or replacing lost, stolen, or missing keys and card
• Master keys/key sets/ cards issued for departmental use, rather than individuals, will be issued to department chairs, deans, and directors and will be the responsibility of those approved holder
• Units must designate one person to manage master keys/key sets/cards and accompanying lock box system as follows:
• Keys/sets/cards must be secured in a lock box, or similar system
  • Units must have a system of issuing and tracking keys and cards assigned to lock boxes
  • Keys/cards/ sets may not to be removed from campus; key sets are to be used on campus and checked-into the lock box immediately
  • Master keys/sets/cards must be secured in a locked box on campus at shift end
  • Missing keys/sets/cards are to be reported immediately to Lutecard Operations
  • Regular audits of master keys/sets/cards, and lock boxes must be conducted in cooperation with Lutecard Operations, at least annually

Only eligible individuals per section 3.1 may use master key/sets/cards assigned to unit lock boxes (section 3.1)

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Procedures for Acquiring Key, Card,and Temporary Access and Campus Safety Assistance

All access requests are managed by the Director of Lutecard Operations. These include requests for keys, card swipe access, and temporary access for individuals without key or card privileges.

5.1  Requesting Key or Card Swipe Access

• The who will hold the key or card, or his/her departmental representative, completes an online request form and submits it electronically to Lutecard Operations
• Lutecard Operations gains access approvals from building authority(ies) (appendix 2)
• Access parameters will be designed for each individual according to the access policy and approvals and then maintained in an access parameters database available to Campus Safety, Facilities Management, and Lutecard Operation
• When individuals who do not have entrance keys or cards require access to work space after building hours, they may call Campus Safety and request entry; Campus Safety will verify the access parameters via the access parameters database and permit access accordingly

5.2  Temporary Access Requests

Temporary access may be acquired for class members, guest instructors, and others ( section 2.2).

• The sponsor of the activity (e.g., class instructor, lab supervisor, building authority) may submit an electronic request for access at www.plu.edu/lutecard
• When available, a class roster or list of individuals that contains all the information needed according to the website, including expiration dates, should accompany the request
• Access policies and building authority approvals will govern access parameters
• The requestor will receive access confirmations from Lutecard Operations
• Access without prior approval may not be granted (see section 2.4)

5.3  Receiving and Returning Keys and Cards

• Individuals approved for keys and cards may pick them up at the Concierge Desk in University Center
• Return keys and cards to the Concierge desk in-person so keys or cards can be credited appropriately

5.4  Lost or Stolen Cards and Keys

• Report lost, stolen, or damaged keys immediately, using the link at www.plu.edu/lutecard or by  phone to Lutecard Operations: 253-535-7411
• Replacement keys will not be issued until a lost key report is filed

5.5  Terminations and Revising Access Parameters

• Report changes in access parameters to Lutecard Operations immediately — www.plu.edu/lutecard or 253-535-7411 — including keys, cards, or temporary access for employee termination, office relocation, class closure, etc.
• Return keys and cards to Lutecard Operations at the Concierge Desk in University Center

5.6  Assistance with Card Swipes, Key Problems, or Access Parameters

• Web: www.plu.edu/lutecard
• Phone:  Monday through Friday, 8am-5pm
• Email: access@plu.edu

5.7  Contractor Access on Short Notice and in Emergencies

• Vice Presidents and President’s Office Staff, along with Directors, Assistant Directors, Managers of Campus Safety, Facilities Management, Residential Life, and  IT&S, have authority to admit contractors to buildings or other premises on a temporary basis
• With a call or email from any of the authorized individuals noted above, CSIN will admit contractor(s) to premises

5.8  Audits of Keys and Cards and Lock Boxes

Lutecard Operations will periodically perform access audits in cooperation with units, individuals, and sponsors.

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Appendix 1 - Building Hours

STANDARD BUILDING HOURS

During normal university business hours, publicly accessible buildings, including all instructional facilities, are opened Monday through Friday by 7:00 a.m.  Buildings remain unlocked until secured for the night at 6 p.m. or one-half hour after the last class meeting in that building, whichever is later.

BUILDING CLOSURES

Type 1:           

Weather-related closure, MLK Jr. Birthday, President’s Day, Good Friday, Easter Break, Spring Break, Memorial Day, July Fourth, Labor Day, Thanksgiving Break, Mid-Semester Breaks
    •    No classes are in session
    •    Residential students are on campus
    •    Employees may or may not be working on campus
    •    Building doors remain locked to unauthorized requests
    •    Classroom doors remain locked to non-PLU personnel
    •    PLU students and employees can access all buildings during regular card access schedule

Type 2:            

Week before Christmas (students are gone but most employees are here)
    •    No classes are in session
    •    Except for holiday housing, residential students are not on campus
    •    Employees are working on campus
    •    Building doors remain locked to unauthorized requests
    •    Classroom doors remain locked to non-PLU personnel
    •    Residence hall access allowed as prescribed by Residential Life
    •    Students and employees can access academic buildings during regular card access schedule


Type 3:           

Christmas Break (campus closed)
    •    No classes are in session
    •    Except for holiday housing, residential students are not on campus
    •    Employees are not working on campus
    •    Specifically assigned access for employees (building occupants) allowed where spaces are not undergoing maintenance. No deliveries or unauthorized individuals during this type 3 period.
    •    Building doors remain locked to unauthorized requests
    •    Classroom doors remain locked to non-PLU personnel
    •    Residence hall access allowed as prescribed by Residential Life staff
    •    Card or key access for faculty and full-time exempt employees only
    •    Maintenance staff on duty have card access as prescribed by Residential Life and Facilities Management

Type 4:           

Other Emergencies
    •    Lock Down or Evacuations
    •    Power Outages
    •    Malfunctions that render the building unoccupiable or unsafe (breakdown of heating, 
water, electricity, etc.)
    •    Building and classroom doors remain locked to all except emergency responder personnel (fire, sheriff, Campus Safety, Facilities Maintenance staff)

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Appendix 2 - Building Authorities

Building	Building Authority
Athletic Buildings or Units	Director of Athletics
Fitness Center, Memorial, Olson, Pool
East Campus	Director of Wellness Clinic
Blomquist House	Dean of Humanities
Eastvold	Academic unit head for that space
East Campus	Wellness Center Clinic Director
Harstad	Director of Campus Safety and RLO, for occupied spacedivision headdean odf huma social social
Hauge Administration	Admin student life student life spaces, ProvoSchool of Ed, Humanities, University Communities,  for respective spaces
Ingram Hall	Dean of SOAC
MBR	Chair of Music
Morken Center	Deans of Natural Science/Business
Mortvedt Library	Associate Provost/I&TS
Ramstad Hall	Deans of Nursing/Dean of Student Services Academic Advising/Counseling Psychology/Dean of Social Sciences
Resident Halls	Director of Operations
Rieke	Dean of Natural Sciences
University Center	Director of Auxiliary Services
Wang Center	Executive Director of Wang Center
Xavier	Dean of Social Sciences
LOCKDOWN OR EVACUATION EMERGENCIES	DIRECTOR OF LUTECARD OPERATIONS IN CONCERT WITH CSIN AND SENIOR ADMIN.
SPECIAL ACCESS FOR CONTRACTORS	SEE SECTION

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