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SUNY Plattsburgh
E-Lock Access & Authorization Policy

Approved by Executive Council on 10/4/2011

1.0         Purpose
To provide guidance to the administration when authorizing e-lock access to various SUNY Plattsburgh buildings and assignable spaces therein.
 
2.0         Revision History
2.1         Draft #1 – 6/9/11
2.2         Draft #2 – 6/15/11
2.3         Draft #3 – 6/16/11
2.4         Draft #4 – 7/1/11(final)
2.5         Draft #5 – 8/11/11 (Final)
 
3.0         Persons Affected
All campus personnel and students
 
4.0         Policy
Card access to all buildings, classrooms and interior spaces on campus are subject to restriction by the administration to improve security while maintaining the functionality of the campus as a whole.
 
5.0         Definitions
5.1   Access System Terms for Authorization Levels
5.1.1     Badge:  Access card assigned to an individual
5.1.2     Badge Type: Five types currently - employee, student, temporary, vendor, visitor
5.1.3     Card Reader: Any device that is capable of scanning a proximity card to grant or deny access
5.1.4     Access Level: One (or more) card readers with a time zone associated with it.
 
5.2   Buildings
5.2.1     Academic Buildings: Any building where the main purpose is instruction and faculty office space. (102 Broad Street, Beaumont Hall, Champlain Valley Hall, 133 Court Street, 134 Court Street, Hawkins Hall, Hudson Hall, Hudson Annex, Memorial Hall, Myers Fine Arts Building, SBE/CS Building, Redcay Hall, Sibley Hall, Ward Hall, Yokum Hall)
5.2.2     Administration Buildings: Any building where the main purpose is administration and/or college facility functioning. (kehoe, Central Heating, M&O, Saranac Hall, Student Health Center, University Police)
5.2.3     Community Buildings: Any building that serves the campus community as a whole as well as individuals external to the campus. (Angell College Center, College Book Store, Feinberg Library, Memorial Hall, Sibley Hall, Stafford Field House)
5.2.4     Residential Buildings: Any building housing students or attending to the residential needs of students and non-students for whom special arrangements have been made (e.g., conference, special programs with residential component).
 
6.0         Responsibilities
6.1         Programming/Updates – Computer Information Systems
6.2         Lenel – Service Vendor and an On-Campus Liaison
6.3         Creating Proximity Cards – CAS ID Card Office
6.4         Authorizations & Verifications
6.4.1     Human Resources – Updating Faculty/Staff Campus Addresses
6.4.2     Registrar – Classroom Assignments in the Master Schedule
6.4.3     Supervisors – Specialized Spaces (labs, studios, etc.)
6.4.4     Executive Council – Other
6.4.5     Housing & Residence Life – Residence halls ONLY – Enter card access directly in Lenel for Non-PS users. Set housing dates/times for each semester and vacations.
 
7.0         Procedures
7.1         UNIVERSAL CAMPUS ACCESS
7.1.1    The following individuals, with prior authorization, will have 24/7 access to all buildings and spaces within for official college related business, via their ID cards or by University Police
7.1.1.1         College President
7.1.1.2         Vice President for Administration
7.1.1.3         University Police
7.1.1.4         Executive Council
7.1.1.5         Maintenance & Operations
7.1.1.6         Central Heating as assigned by Plant Utilities Engineer
7.1.1.7         Plattsburgh City Fire Department
7.1.1.8         Telecommunications
7.1.1.9         Networking
7.1.1.10      Emergency Management Response Team
7.1.1.11      Associate Director of Environmental Safety
 
7.2         Academic Building Access
7.2.1    Academic buildings will remain unlocked from 7 am – 10 pm, Monday – Friday
7.2.2    Total Building Access (exterior doors, classrooms & specialized spaces; 24/7 access) for official college related business
7.2.2.1Deans, Assistant/Associate Deans with departments in a building
7.2.2.2Departmental chairpersons in the building in which they reside
7.2.2.3Secretaries of the building in which they work
7.2.3    Exterior Doors (24/7 access) for official college related business
7.2.3.1Faculty/Staff with assigned office space in building
 
7.2.4    General Classrooms
7.2.4.1Faculty scheduled to teach in the classroom for the duration of the semester (automatically fed from Master Schedule in Banner)
7.2.5    Specialized Spaces (labs, studios, etc.)
7.2.5.1Faculty scheduled to teach in the classroom for the duration of the semester (automatically fed from Master Schedule in Banner)
7.2.5.2Others as determined by the supervisor of each space.
 
7.2.6    One-Time Access
7.2.6.1Coordinated by the Registrar’s Office or other designee in charge of reservable spaces provided it can be linked to R25.
7.2.6.2Others as determined by appropriate administrative staff member or designee.
 
7.3         Administrative Building Access
7.3.1    Administrative buildings will remain unlocked from 7 am – 5 pm, Monday – Friday.
7.3.2    Exterior Doors (24/7 access) for official college related business
7.3.2.1Professional staff with assigned office space in building
7.3.3    One-Time Access
7.3.3.1Others as determined by appropriate administrative staff member or designee.
 
7.4         community Building Access
7.4.1    Community buildings will be unlocked according to their scheduled building hours.
7.4.2    Exterior Doors (24/7 access) for official college related business
7.4.2.1Faculty/staff with assigned office space in building
7.4.3    General Classrooms
7.4.3.1Faculty scheduled to teach in the classroom for the duration of the semester (automatically fed from Master Schedule in Banner)
7.4.4    Specialized Spaces (labs, studios, athletic facilities, etc.)
7.4.4.1Faculty scheduled to teach in the classroom for the duration of the semester (automatically fed from Master Schedule in Banner)
7.4.4.2Others as determined by the supervisor of each space.
7.4.5    One-Time Access
7.4.5.1Coordinated by the Registrar’s Office or other designee in charge of reservable spaces provided it can be linked to R25.
7.4.5.2Others as determined by appropriate administrative staff member or designee.
 
7.5         residential Building Access
7.5.1    Residence halls exterior doors remain locked at all times with special exceptions determined by consultation with Housing & Residence Life (e.g., opening weekends, open house tours, etc.)
7.5.2    Academic Year (not vacation periods)
7.5.2.1Resident students are assigned 24/7 access to their residence hall based on their room assignment in Banner (via Data Exchange software) and all other residence halls from 6:30am to midnight.
7.5.3    Vacation Periods
7.5.3.1Resident students who have arranged for vacation occupancy, including Summer Sessions, have access to their own residence hall ONLY.
7.5.4    Broken or Lost Card
7.5.4.1Temporary Access cards are issued by the University Police Office when the ID Card Office is closed only. 
7.5.4.2Procedure for issuing temporary card for broken, lost or left in room are as follows:
7.5.4.2.1    Broken or Lost card – Temporary card is assigned for student’s current access level until noon on the following workday of ID Card Office. 
7.5.4.2.2    Card left in room – Student must go to U.P. for visual identification & access level check, then calls from entrance to have door unlocked.
7.5.5    Staff responsible for providing supervision and/or services will have 24/7 access
7.5.6    One-Time Access
7.5.6.1Others as determined by appropriate administrative staff member or designee.
 
 
7.6         SUPERVISORY ACCESS
Staff responsible for supervising employees and/or resources should have 24/7 access to associated buildings/areas.

Contact Information

For more information about Administrative Policies approved by Executive Council, please contact:

Sean Brian Dermody
Assistant to the Vice President for Administration
Management Services Office
Office: Kehoe 710-11
Phone: (518) 564-2539
Fax: (518) 564-2540
Email: dermodsb@plattsburgh.edu