1.Purpose

The purpose of this policy is to help protect students, faculty, staff, and visitors as well as property at The University of North Carolina at Greensboro (the “University”).

This policy is in place to ensure that people requesting access to University facilities are authorized to receive it; to ensure a process of accountability for cancellation of access; and to resolve problems resulting from a lack of access control. Individuals receiving access to University facilities shall be cognizant of the potential safety and loss of property situations that might occur as a result of misuse or loss of keys and electronic cards. Therefore, individuals and departments are accountable for prompt reporting of access concerns.

Adherence to this policy is necessary to help protect the safety and security of the University community and of University property.

2.Scope

This policy applies to all faculty, staff, students, and others who utilize current and future University facilities under the operational jurisdiction of the UNCG Police Department.  This policy does not apply to facilities managed by Housing and Residence Life, given the privacy and security interests associated with residential spaces.  For additional details about access to those facilities, please visit the Housing and Residence Life Policies and Procedures page.

3.3. Definitions and Roles and Responsibilities

3.1Definitions

3.1.1Access Card (University ID)

The University ID credential, the SpartanCard, provided by the SpartanCard Center, may serve as an Access Card as outlined in this Policy.

3.1.2Access Control

Control of entry/exit to an area by any means (mechanical or electronic).

3.1.3Access Control Key

Any device used to gain entry/exit to a controlled system (normally a mechanical key or a SpartanCard).

3.1.4Access Control Management (Electronic)

Control of the Campus Card Access System; the management of electronic access assignment, rights, and schedules.

3.1.5Access Control Management (Mechanical)

Control of mechanical and key-based access systems; the management of mechanical access assignment and terms.

3.1.6Card Access Control System

A high-capacity computerized card access control system that provides entry/exit to a controlled area. The system provides automatic locking and unlocking of specific doors or groups of doors at prearranged times during the day. There are two main Access Control Systems in use, the Transact Card Access Control System and the Millennium Card Access Control System.

3.1.7Department Access Coordinator (DAC)

The designated full-time staff person, appointed by a Department Head, to be responsible for Access Control for the department. Coordinators, or their supervisors, are responsible for notifying Facilities Operations of who their DAC is, and when there is a change in the DAC. The list of DACs shall be maintained by Facilities Operations, in cooperation with University Police and the SpartanCard Center.

3.1.8Key or Mechanical Key

Any mechanical device, typically a physical metal device used to operate a mechanically controlled mechanism for entry/exit to a controlled area.

3.1.9Key Control Manager

The Department lead in Facilities Operations who manages a keying system; the University Locksmith.

3.1.10Key Control File

Records maintained by a Key Control Manager as determined by Facilities Operations and University policies.

3.1.11Standard Hours of Operations

See occupancy schedules for University administrative and academic buildings – http://facoperations.uncg.edu/UNCG_Standards_of_Comfort.pdf

3.2Roles and Responsibilities

3.2.1SpartanCard Center

The SpartanCard Center is responsible for Access Control Management (Electronic) for the Transact Access Control System and will issue all Access Cards for that Card Access System.

3.2.2Facilities Operations Lock Shop

The Facilities Operations Lock Shop is responsible for Access Control Management for the Millennium Access Control System and, with Key Control Managers, will issue all mechanical keys and maintain Key Control Files.

3.2.3Department Access Coordinators

Department Access Coordinators are responsible for maintaining an Access Control Key inventory for their department; including faculty, staff, and students, submitting requests for Access Control Keys and cancelation of Access Control Keys, and returning mechanical keys to, Facilities Operations.

3.2.4Deans, Directors, Department Chairs, and Administrative Officers

All Deans, Directors, Department Chairs, and Administrative Officers are responsible for the implementation of this policy within their respective areas. All records required to be kept under this policy are subject to audit by the UNCG Police Department. When a Department Access Coordinator leaves, the University, the Dean, Director, Department Chair or Administrative Officer overseeing the department must ensure the appointment of a new Department Access Coordinator and must notify Facilities Operations of the same.

3.2.5Individual Departments

Individual Departments are financially responsible for the consequences of violations of this policy by their employees. In addition, Departments may choose to collect security deposits for Access Control Keys when needed.

4.Policy

4.1

The University strives to provide a safe environment. Monitoring and controlling access to University facilities is an essential element of the University’s security program.

4.2

The University provides access to its facilities during standard hours of operations to students, faculty, staff, and the general public. Access to University facilities during non-standard hours of operations is provided to individuals based on the requirements of their role and responsibilities at the University.

4.3

Access Control Keys to exterior doors of University facilities are issued to employees when deemed appropriate by the employee’s supervisor and the Department Access Coordinator.

4.4

In buildings with a Card Access Control System on at least one exterior door, mechanical keys for exterior doors will not be issued to employees (other than UNCG Police Department and limited Facilities Operations staff).

4.5Anyone granted access to University facilities is responsible for:

  • Any Access Control Key(s) issued,
  • Reporting loss or theft of any Access Control Keys to their Department Access Coordinator, the SpartanCard Center, Facilities Operations and to the UNCG Police Department within 24 hours of discovery of theft or loss, and
  • Upon completion of an assignment requiring access to a particular area, Employees must return to their Department Access Coordinator all Access Control Keys issued.
  • Upon separation from employment, Employees must return to their Department Access Coordinator all Access Control Keys issued.
  • Upon separation from a department, at graduation, or upon separation from the University, Students issued Access Control Keys must be returned.
  • If Access Control Keys are not returned, the University may require Individuals to reimburse the cost of rekeying departmental locks.
  • Those issuing Access Control Keys to contractors are responsible for ensuring that they are returned at the end of the assignment. 
  • Access Control Keys should be reviewed at least annually to ensure they are current; users’ keys may not work if this review is not completed.

4.6

Those issued keys should not share their keys with any other person. Those who use Access Control Key to enter University facilities without issuance and authorization from the appropriate authority (Department Manager or Building Manager) may be subject to action as outlined in section 5, below.

4.7

For employees who do not have regular access to a particular space, all requests for access to University facilities on holidays, weekends, or after-hours must be submitted and approved as applicable by:

  • The Registrar’s Office for classroom space (Classroom Scheduling);
  • The Department Head or building manager for departmental space, or authorization through the UNCG Police Department Access Control Entry System (ACES); and
  • The Office of University Reservations for University meeting spaces listed in the University’s Event Management System (EMS).

5.Compliance and Enforcement

5.1Policy violations.

Anyone violating this policy is also subject to administrative disciplinary actions from the University, as administered by the individual department.

5.1.1Students

Any violation of this policy by a University student is subject to the Student Code of Conduct in the Student Policy Handbook.

5.1.2Employees

For employees, violation of this policy will be subject to consideration as “misconduct” under EHRA policies (faculty and EHRA non-faculty) or “unacceptable personal conduct” under SHRA policies, including any appeal rights stated therein.

5.2Criminal or civil prosecution.

Any person who uses Access Control Keys to enter University facilities without issuance and authorization from the credential’s managing body, is punishable under North Carolina law (N.C. Gen. Stat. § 1454).

6.Additional Information

6.1Resources

  • Classroom Scheduling
  • Building and Departmental space resources –  UNCG Police Department Access Control Entry System (ACES);
  • Space listed in the University’s Event Management System (EMS) – the Office of University Reservations
  • SpartanCard Resource Page

7.Approval Authority

Chancellor

8.Contacts for Additional Information and Reporting

Responsible Executive: Vice Chancellor for Finance and Administration

Responsible Administrators:

  • Chief of Police – 336-334-5963
  • Associate Vice Chancellor, Facilities – 336-334-3496

Revisions

Revision Date Revision Summary
07/15/2022 Conversion from Old Policy Manual to New Policy Manual, No Substantive Revisions
08/07/2023 Revised policy approved

- Access Policy. Retrieved 04/15/2024. Official version at https://policy.uncg.edu/university_policies/access-policy/. Copyright © 2024 The University of North Carolina at Greensboro.