Building Access and Security Procedure (Draft)

Purpose:

This procedure provides guidelines on how electronic and key access is granted and maintained for employees and students at Winona State University (WSU).

Rationale for Revision and Major Changes:

(This is for stakeholder review, not for publishing)

This procedure draft is a proposed update for a legacy regulation:

• WSU 2-19 Building Key and Building Security Policy and Procedures Regulation

This procedure now states the processes in place for different constituencies. It doesn’t belabor the issue of paying fines for lost keys or the specific steps involved with returning keys. It removes references to law enforcement investigations determining employee liability.

Suggested Stakeholder feedback deadline:

Feedback should be provided using this WSU form by 11/01/2024.

Procedure:

A. Electronic Access

WSU Security, in consultation with Cabinet, determines appropriate levels of electronic access and coordinates with WSU Facilities Services to provide access to individuals via their WSU identification card or similar device. Electronic access codes are terminated at the end of employment or enrollment, or at the discretion of WSU Security.

B. Key Access for Employees

Keys will be issued to full-time employees as follows:

1. Employees submit a key request form, signed by their department chair or supervisor, to WSU Facilities Services.

2. Facilities Services issues one key per room (office) and/or building to the employee.

3. Employees keep keys in a secure place when not in use or in their personal possession.

4. Employees who lose a key pay a fee for replacement out of their personal funds.

5. Keys should only be used by the assigned employee. Employees cannot share or exchange keys for any reason, including changing offices or positions at WSU. Key issuance and return procedures outlined in this procedure apply to all situations.

6. Keys for special purposes, such as musical instrument cabinets, athletic equipment rooms, vaults, etc., are assigned to the appropriate department chair or supervisor.

7. Employees who no longer need a particular key or keys due to changes in job duties, location, or employment, including retirement or termination, shall personally return those keys to the Facilities Service Office.

8. Employees are responsible and liable for the security and safety of all assigned keys until they return the keys to Facilities Services.

9. Employees cooperate with and participate in key audits when requested.

Part-time employees, including adjunct faculty, will not be issued keys unless an exception is made; for example, a part-time employee needs access to an office or teaches a class during hours when the building is normally closed.

C. Key Access for Students

Students are not issued keys to academic buildings; however, if there is a designated need for a student to have a key, a key will be issued to the department chair or student group advisor, who will be responsible for reassigning the key to the student. The following restrictions apply:

1. The department chair or group advisor provides a written justification with the key request.

2. Department chairs and group advisors develop and use specific procedures for reassigning keys to students that ensure security and restrict and regulate key access.

Keys for student residential facilities are issued according to WSU Housing and Residence Life policies.

D. Building Hours of Access

WSU Security, in consultation with WSU Cabinet, determines appropriate hours of access to campus facilities. The following guidelines apply to situations in which access is needed outside of regular hours:

• In the case of scheduled activities such as classes or meetings, the appropriate WSU department chair, instructor, or other employee notifies Facilities Services that there will be activity in the building or room.

• The responsible employee is present for the event, assuming responsibility for the building while open and for closing the building at the completion of the event.

• Outside doors are never propped open. If an accident or theft occurs during the event, the responsible employee could be found negligent.

• In situations where individuals who do not have authorized electronic or key access need periodic access to buildings or spaces, such as student project spaces or research labs, the individual requests access from WSU Security. The responsible individual provides Security with a list of names of people needing access to the event.

E. Exceptions

Appeals for exceptions to these guidelines can be submitted, in writing, to the appropriate dean or vice president.

Authorizing Policy:

• 2-19 Building Access and Security Policy (Draft)

History:

Date of Revisions: 08/18/1988, 08/13/2007

Adoption date: 09/07/1984
Implementation date: 01/01/2099