This policy outlines regulations pertaining to the access control to university facilities.
All individuals with access to University of Oregon buildings, facilities or offices; those employees who work with access control matters.
Revisions approved by President Michael H. Schill on January 25, 2017.
Technical revisions enacted by the University Secretary on September 4, 2015.
Became a University of Oregon Policy by operation of law on July 1, 2014.
Former Oregon Administrative Rule Chapter 571 Division 50 Section 0035.
To regulate access to University of Oregon Facilities, the President of the University designates the Vice-President for Finance and Administration or designee to administer the university's access control policy.
(1) Definitions. As used in this policy, the following definitions apply:
(a) "university" shall mean University of Oregon;
(b) "facility(ies)" shall mean any University building, house, room or area to which access is controlled by a key, electronic access device or by another device normally restricting access;
(c) "Grand Master Key" shall mean a key which opens all doors in two or more university buildings;
(d) "Master Key" shall mean a key which opens all doors in a university building;
(e) "Sub-Master Key" shall mean a key which opens more than one door in a portion of a University building;
(f) "Change Key" shall mean a key which opens a door within a university building;
(g) "Outside Door Key" shall mean a key which opens an exterior door of a university building;
(h) "Access Card" shall mean an ID card or similar object used in an electronic reader to permit access into a university facility;
(i) "Access Level" shall mean the software control uses to determine time and place an access card holder may enter a university facility.
(j) Access Control Devices, i.e. any system that controls access to a space, access cards, biometrics, key pad codes, etc.
(2) Regulation of Access:
(a) The issuance of all access control devices to university facilities shall be subject to the provisions of this policy;
(b) Campus Planning and Facilities Management (Lock and Door Shop) shall be the sole source for the making, duplicating, manufacturing, and cutting of all non-Housing university facility keys. The University Housing Director shall be responsible for access control devices to Housing Facilities. The University ID card services shall be the sole source for making and duplicating "Access Cards" for academic buildings. These departments or the departments' designees shall be subject to this policy and are responsible for maintaining accurate access control device issuance records, return records, access information, and access records;
(c) Persons to whom access control devices are issued for university facilities are issued are prohibited from duplicating such access control devices;
(d) Persons violating the university access control policy are subject to disciplinary sanctions;
(e) A three- or four-member Access Control Advisory Committee shall be appointed by the Vice-President for Finance and Administration each year. It shall be advisory to the Vice-President for Finance and Administration;
(f) Access to university facilities may be issued to departments, university faculty, staff, graduate assistants and students, and to non-university persons authorized in writing by the appropriate dean, director or department head to have access to university facilities;
(g) Departments shall designate a department designee to maintain accurate records of all keys issued to the department. An annual accounting of keys shall be filed with the University of Oregon Police Department Chief by June 30 of each year;
(3) Conditions of Issuance:
(a) A Grand Master Key or Master Key or equivalent access control device shall be issued to departments only upon the written authorization of the Vice-President for Finance and Administration or designee;
(b) A Sub-Master Key shall be issued only upon the written authorization of department head, director, or dean;
(c) A Change Key or equivalent access control device shall be issued only upon receipt of the standard key request authorization form issued by the university department to which key applicant is assigned;
(d) An Outside Door Key or equivalent access control device shall be issued only upon receipt of the standard key request authorization form issued by a department head, director, dean, or designated representative.
(4) Conditions of Access and Key Use:
(a) Any person or department issued university access control devices accepts the responsibility for immediately notifying the University of Oregon Police Department – Communications and Emergency Response Center and the person's immediate supervisor in the event the access control devices disappears, is lost, stolen, or otherwise misplaced;
(b) If the loss, theft, disappearance or misplacement of an access control devices requires the changing of a lock or locks, the cost of changing the lock(s) shall be borne by the responsible university department. Appeals for exception to this requirement may be made to the Access Control Advisory Committee;
(c) Grand Master and Master Keys are issued to departments not individuals and must be stored in secured locations when not in use.
(d) Authorized non-university persons, requiring short-term access to university facilities shall obtain needed at the direction of the Lock and Door shop and by providing appropriate payment. Keys for such short-term access shall be issued for a specified time period and must be returned to the issuing office as specified;
A fee structure for the issuance of access control devices will be maintained and reviewed annually.
For questions about this policy, please contact University of Oregon Police Department at 541-346-2919.