2.25 Access Control

Last Revised: 31 January 2020

Refer Questions to: Executive Director, Public Safety

Scope

This policy applies to faculty, teachers, and staff in all offices and divisions of Gallaudet University.

Policy

The Department of Public Safety is responsible for controlling access to all campus facilities. Gallaudet University personnel are issued keys or access cards to buildings and/or areas as appropriate so that they may carry out their assigned duties. Keys or access cards are issued based on a work-related need to enter an area. Employees who are issued keys or access cards are held fully responsible for them. Employees who lose a key or access card are charged for the replacement. Appropriate disciplinary action may be taken if an employee: (1) loses a key or access card or fails to report the loss of a stolen key or access card; (2) possesses an unauthorized key or access card; (3) intentionally opens an area for, or gives or loans a key or access card to, persons who have no authorization to enter an area. Duplication or attempted duplication of Gallaudet keys or access cards is strictly forbidden and results in disciplinary action, up to and including termination of employment and/or prosecution.

Keys or access cards are classified as one of the following:

1. Great Grand Master Key or Access Card: The top key or card in the master pyramid which opens all doors of the University.
2. Grand Master Key or Access Card: Any key or card which opens all doors of a specific division of the University.
3. Master Key or Access Card: Any key or card which opens any major unit of responsibility, including a building, department, or common area of functional responsibility.
4. Day Key or Access Card: Any key or card below the master level that opens any room or office or group of rooms or offices.

Any lock which does not respond to any of the above-mentioned keys or cards is considered a restricted keyway.

The issuance of any great grand master, grand master, or master key or card requires the approval of the Vice President for Administration and Finance or the President. Requests for day keys or cards or lock changes are approved by the unit administrator.

The Department of Public Safety must authorize any lock that is restricted from the master key or card system. A duplicate key or card, combination, or other access vehicle must be provided to the Department of Public Safety.

Approved by: Gallaudet University Administration

Procedures

1. All employee keys or cards are issued by the Department of Public Safety and must be picked up and signed for by the individuals to whom they are issued.
2. All keys or cards remain the property of Gallaudet University. All obsolete and unnecessary keys or cards must be returned to the Department of Public Safety.
3. Upon separation, employees must return keys and access cards to the Department of Public Safety, or they will be charged.
4. Keys or access cards may not be transferred from one employee to another. Keys or access cards must be returned to the Department of Public Safety, and a new key or access card will be issued as appropriate.
5. Lost keys and access cards must be reported by the unit administrator to the Department of Public Safety. All found keys and access cards must be returned to the Department of Public Safety.
6. Employees who lose or fail to return a key or access card are charged a minimum of $25 up to a maximum of $150 (depending on the key/card classification and the cost to secure the area or areas.)
7. Departmental keys or access card (such as grand master keys and cards used by public safety officers, maintenance workers, and custodial employees) must remain secured at the University after working hours. These keys are for work purposes and may not be taken home. A member of the department given custody of these keys or cards is responsible for their care and keeping.
8. All employees returning to campus after regular business hours who are not issued keys or access cards must obtain written approval from the department supervisor and first report to the Department of Public Safety to gain access to the building.
9. All key blanks and key cores must be strictly accounted for, including broken blanks, erroneous cuts, etc., and are periodically audited by the Director of Audit and Management Advisory Services.
10. The Department of Public Safety maintains all records of keys and access cards that have been issued.