Building Access

Building Access Policy
rev. 2014

Facilities access policies are intended to enable efficient access to space and maximize protection of students, employees, guests, and property. Policies were endorsed by the presidentially appointed Safety & Security Task Force and approved by the President’s Council.

In 2014, the access policy was modified to provide space access through card swipes, admit lists & department lock boxes rather than through the possession of keys. As campus buildings are equipped with card swipe equipment, issuing of keys is increasingly impractical and costly.  When a key is lost, the costs associated with recoring a building and replacing every key is significant.   

The facilities access policies described below will:

  • Set standard building hours (section 1 and appendix 1)
  • Define basic procedures and privileges (section 2)
  • Establish procedures for granting exceptions (section 2)
  • Determine eligibility for admits via key, card, or other method  (section 3)
  • State responsibilities of key and card holders (section 3)
  • Outline policies and procedures for acquiring permanent or temporary key and card access(section 5.0)
  • Maintain a list of building authorities (appendix 2) who authorize exceptions to basic privileges
  1. Building Hours
  2. Obtaining Building Access
  3. Eligibility & Responsibilities
  4. Managing Key Inventory and Storage
  5. Assistance with Card Swipes, Key Problems, or Access Parameters
  6. Appendix 1 - Building Hours
  7. Appendix 2 - Building Authorities

1.0 Building Hours

1.1 Standard Building Hours

Academic and Administrative Facilities

  • Access will generally be available from 7:00 AM to 6:30 PM.
  • Standard PLU community access will generally be available via card swipe from 7:00 AM to 9:00 PM Mon-Fri or according to class schedule.
  • Accessibility may be adjusted to accommodate current facility usage to include weekend classes or special events.
  • Public buildings will be scheduled to campus needs.

Athletic Facilities

  • General access will reflect the standard academic/admin building hours.
  • Individual facilities may operate under varying public hours according to campus needs.  
  • Access to athletic facilities is acquired by reservation in PLU campus calendar and subsequent approval by building authority and event services.

Access by the PLU community outside of these hours will be granted via the established procedures set in place by the Access Department. See Building Access section 2.1

Residence Halls

  • No public hours – if visiting, guests must be escorted by a resident.
  • Residents have 24/7 access to own residence hall. See Appendix 1 for restrictions.
  • Resident access to other residence halls is available starting at 7:45 AM Mon-Fri and 9:00 AM Sat-Sun. Access ends at 10:00 PM M-Th and at 11:00 PM Fri-Sun.


1.2 Exceptions to Standard Building Hours

The Building Authority (See Appendix 2) may request changes to standard building hours through the Access Department. A consultation will be made with the Campus Safety Director who will make a security evaluation. Upon approval, the Access Department and the Campus Safety office will coordinate access schedules.

Holiday conflicts related to access hours will be settled by the President’s Council.

2.0 Building Access

2.1 Standard Access Modes

Access to facilities can be accomplished in these ways.

  1. The building is open to the public.
  2. The employee’s position automatically grants permission for access by key or card.
  3. A student’s registered class automatically grants permission for access by card.
  4. Temporary access is granted by calendar reservation or other method (2.2).
  5. Admittance via Campus Safety.
  6. Key or card check-out from Campus Safety.

Permission for access to particular facilities will be based on the need of the student or staff member. Most faculty and staff will have 24/7 access to their respective offices and/or work spaces. A list of the approved access locations for individuals will be maintained by the Access Department.

Students will automatically be provided access to facilities based on their class schedule. The access hours will be limited to those stated in section 1.1 – Building Hours. This access list will be coordinated by the Access Department and Registrar’s Office.

Residential Students will be provided automatic 24/7 access to their residence halls via card swipe. This list will be coordinated between the Office of Residential Life and the Access Department.

2.2 Temporary Access Options for PLU Community Members

Temporary or special circumstances may necessitate after-hours access to offices, event spaces, learning spaces, and/or recreation facilities.  

  • Access to event and meeting spaces is acquired with a space reservation in the campus calendar or by calling Conferences and Events at 253-535-7453. Individuals may not be granted access to space unless it was previously reserved. Campus Safety and/or Conferences & Events employees may admit individuals who have reserved space prior to the space use.
  • Temporary access to labs or learning spaces may be acquired by the class instructor, or lab director, by submitting a class roster, list, or individual’s name via online request at www.plu.edu/access.  See 2.1.2.
  • Supervisors may provide access to student employees, etc., by providing a key or card for check-out at Campus Safety. 
  • Most employees have access to their work space 24/7. If an employee needs assistance accessing the building in which their office is located they may contact Campus Safety for admittance. Campus Safety will verify the individual’s access parameters on the Admit List maintained by the Access administrator.
  • Building authorities or designees may be consulted.

2.3 Temporary Access for Non-PLU Guests

Temporary access may be acquired for guest instructors, contractors, or other guests sponsored by a PLU department.

Outside vendors and contract service personnel may be granted temporary access to facilities by Vice Presidents, President’s Office Staff, Directors, Assistant Directors, Campus Safety professional staff, Facilities Management, Residential Life, and I&TS. Keys and/or cards may not be permanently issued to contractors.

  • The sponsor of the activity (e.g., conference and events, facilities management, building authority) may submit an electronic request for access at www.plu.edu/access .
  • Access policies and Building Authority approvals will govern access parameters.
  • The sponsor will receive access confirmations from the Access Department.
  • Sponsor manages guest access and informs them about access times, safety, supervision, and responsibilities of access (section 3.2).
  • Access without prior approval may not be granted.

2.4 Access Request Procedures

Access to work and learning spaces is acquired by an authorized sponsor, department chair, or building authority (or designees) submitting an online request form on behalf of the employee or student at  www.plu.edu/access

  • The Access Administrator will consult with Building Authorities of pending access requests (appendix 2).
  • Hours of access are subject to access policies, security assessment, and building authority approvals.
  • An email will be sent to the access recipient confirming when/how access is available.

Access to meeting, event, and co-curricular spaces is acquired by submitting a reservation to the campus calendar.  Conferences and Events will coordinate unlock/lock of the space according to event time.

The Access Administrator maintains an admit list of  approved access for campus individuals.  Individuals may be let into approved space by contacting Campus Safety, who will refer to the admit list.   


3.0    Eligibility and Responsibilities

3.1 Eligibility for Keys and Cards

Access will be granted based on an individual’s need versus convenience and issued at a level that provides the lowest level of exposure for key loss and highest level of safety. Appropriate access approvals will provide maximum protection from harm, theft, vandalism and other potential concerns.

Service Groups

Employees, or groups of employees, will be assigned card key access levels that permit 24/7 access to facilities.  Keys will be issued to department lock boxes.  

Staff and Faculty

A combination of key, card, or admit list access will be issued to regular staff and faculty for individual work spaces per the approval of the Building Authority for the affected facility.

Building master keys, submaster keys and external door keys will not be issued to individuals. Exceptions are made for PLU houses.

Master keys, submaster keys, card keys, and exterior door keys may be issued to department lock boxes for the purposes of maintaining campus operations. See section 4 for management of these keys.  This includes but is not limited to: Campus Safety, Facilities, Conference and Events, I&TS, Residential Life, or other service groups.

Students

Residence Hall students and staff are issued keys or cards to residence halls by  Residential Life Office.  For other campus spaces, department directors may acquire access for student employees, for specific work spaces and work hours, for the purposes of completing their assigned duties.   See section 2.4

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 Access Administrator immediately of a loss or theft. Reports may be done via the web at www.plu.edu/lutecard or by phone to the Campus Concierge: 253-535-7411.
  • Replacement keys will not be issued until a lost key report is filed.
  • Return keys and cards when leaving employment or vacating spaces.

Returning Keys

  • Return all keys and/or cards to Concierge Desk immediately at end of employment term.
  • Return all keys to Concierge Desk with change in office or employment terms (e.g., transfer to a different department or location, change of  responsibilities).
  • Accept full responsibility for returning keys or cards to Concierge Desk.
  • Pay replacement fees for lost, damaged and/or unreturned keys and/or cards.
  • Pay for damage caused by unreported card or key loss.

3.3 Responsibilities of Departments

Departments who authorize access must:

  • Participate in key and card audits in cooperation with Access.
  • Ensure employee and students return of keys and ID cards to Concierge Desk at end of employ or access need.
  • Notify Access immediately when access privileges for employees or students change.
  • Notify Access 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.
  • Utilize lock boxes and inventory department keys daily.

3.4 Responsibilities of Building Authorities

  • Apply access management policies to access requests channeled to them through the Access Department.
  • Authorize and deny access to space and equipment under the Building Authority’s management.
  • Building Authorities should compare the level of natural security of the building and its contents with the level of access being requested.

3.5 Responsibilities of Access Administration

  • Evaluate the appropriateness of access parameters being requested.
  • Apply the access policy to all requests for access.
  • Identify security concerns and seek advice from Campus Safety Director.
  • Issue keys and card swipe access within seven days of an appropriate request.
  • Notify the following group when any key is lost or unreturned:  Director of Auxiliary Services, Campus Safety Director, Risk Manager, Director of Facilities Management and Executive Director of Residential Life if lost key provides access to multiple residence hall spaces.
  • Define and manage access levels for service groups and other groups

4.0 Managing Key Inventory and Storage

 

4.1 Personal Key Storage

Individual office and office suite keys must be kept on a key chain or lanyard when away from the office. These keys may be taken off campus.

4.2 Master Keys and Cards, Emergency Responder Keys/Badges, and Department Key Rings

Units are required to manage master keys and cards; exterior door keys and cards; and department key and card rings as follows.

  • Masters and grand master keys or cards should not be removed from campus.
  • Master keys and cards will be stored behind two layers of security. The first level of security will be a lock box attached to a wall. The second level of security may be a locked office door.  Access Department will provide a lockbox when requested.
  • These keys must be attached to a keychain or lanyard with no identifying attachments (i.e., no PLU key chains to identify what they belong to).
  • Conduct regular inventory of lock box contents and departments keys/cards
  • Regular audits of master keys/sets/cards, and lock boxes must be conducted in cooperation with Access Administration.

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

www.plu.edu/access

 

PLU Concierge Desk

University Center

Open daily

253-535-7411

Access Administration Department

University Center Suite 208

Monday through Friday, 8am-5pm

253-535-7969  

access@plu.edu

Campus Safety

Harstad Hall, Ground Floor

 Open 24/7

          253-535-7441



 


Appendix 1

Building Hours

STANDARD BUILDING HOURS

Access will generally be available from 7:00 AM to 6:30 PM.  Standard PLU community access will generally be available via card swipe from 7:00 AM to 9:00 PM Mon-Fri or according to class schedule. Accessibility may be adjusted to accommodate current facility usage to include weekend classes or special events. Public buildings will be scheduled to campus needs.

BUILDING CLOSURES

 

Type 1:  No classes are in session, residence halls are occupied, departments closed.

i.e., PLU holidays, thanksgiving break, mid-semester and spring break, weather closures

    •  Building doors remain locked to unauthorized requests

    •  Classroom doors remain locked to non-PLU personnel

Type 2:   No classes are in session, resident halls not occupied, university is open 8-5. i.e. week before christmas break.

    •    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:  No classes in session, resident halls not occupied, university is closed. i.e., Christmas Break
    •   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
    •    Campus Safety and Maintenance Staff on duty have card access as appropriate

 

Type 4:  Emergencies, Lock Down, Evacuations Malfunctions

When buildings are rendered unsafe for occupancy (breakdown of heating, water, electricity, etc.) then

 building and classroom doors will be locked to all except emergency personnel: fire, sheriff, Campus Safety, facilities maintenance staff.


Appendix 2

Building Authorities

Building

Building Authority

Athletic Buildings or Units

Director of Athletics

Columbia Center

Director of Auxiliary Services

East Campus

Director of  Auxiliary Services

Blomquist House

Dean of Humanities

Eastvold

Dean of School of Arts

Harstad

Director of Campus Safety; Executive Director of Residential Life

Hauge Administration

Zones are approved by that dept head: Provost; School of Ed; Humanities; University Communities; etc.

Ingram Hall

Dean of  School of Arts

Mary Baker Russell

Chair of Music Department

Martin J. Neeb Center

For their zones: Vice President of Development, Director of University Communications, Head of KPLU

Morken Center

Deans of Natural Science/Business

Mortvedt Library

Associate Provost/I&TS

Ramstad Hall

For their Zones: Deans of Nursing; Dean of Student Services; Academic Advising; Dean of Social Sciences

Residence Halls

Executive Director of Residential Life

Rieke

Dean of Natural Sciences

University Center

Director of Auxiliary Services

Wang Center

Executive Director of Wang Center

Xavier

Dean of Social Sciences

Lockdown Keys

Emergency Responder Keys/Badges

Director of Environmental Health and Safety or Director of Campus Safety

Director of Environmental Health and Safety

LOCKDOWN OR EVACUATION EMERGENCIES  

Access Administrator
Campus Safety
Emergency Programs Manager