Building Access

Type: 
Procedure
Category: 
Health and Safety
Department: 
Public Safety
Phone: 
(541) 463-5558
Primary Contact: 
Jace Smith
Contact Email: 
Responsible Executive Authority: 
Vice President, College Services
Purpose: 

This procedure describes the hours buildings will be open, and the responsibilities of the Facilities Management and Planning Department, and the Public Safety Department, for securing buildings and permitting access.

Narrative: 

The College must maintain a safe and secure working environment, prevent thefts from buildings, and provide procedures that ensure that college facilities and property are being used for authorized purposes and that proper supervision by appropriate staff members is provided.

These procedures are set forth to protect all college buildings, facilities and equipment and to preserve the safety of individuals while on campus. The purpose of these procedures is to ensure that college facilities and property are being used for authorized purposes and that proper supervision by appropriate staff members is provided.

Day Program. By 8 a.m., Monday through Friday, except days of school closure, all outside doors to the college will be opened for the business day. A department head may exclude specific doors from this procedure in their department by designating a specific area as "closed" in the College online scheduling system, "25 Live". At 5 p.m. a securing procedure will begin in preparation for the evening program.

Facilities is responsible for unlocking exterior doors during regular-schedule days Monday through Friday. Public Safety unlocks scheduled doors on weekends and holidays. Public Safety will also respond to requests for door unlocks during the week.

On these occasions, officers will verify the identity and authorization of the person requesting access before opening any door. Such steps will be done in person.

Securing Procedure, Day/Evening. Between the day and evening programs, 5 p.m. to 7 p.m., all areas will be secured with the exception of service departments providing staffing and service during this time period and areas where programming requests have been registered in the College online scheduling system, "25 Live".

Evening Program. During the hours of 6:30 p.m. to 10:30 p.m., only the rooms that have been scheduled for classes or activities in College online scheduling system, "25 Live". will be opened. All evening program building/room access must be set up in advance "25 Live".

After-Hours Access. To prevent unsupervised use of facilities (such as labs and classrooms after hours and weekends), Public Safety officers will not open any department area for student use unless the activity has been scheduled through "25 LIVE" and the designated staff supervisor is present. Any persons requesting building access during after hours or weekends must be referred to the Public Safety officer on duty. Note: A designated student employee or authorized external facility user will satisfy the requirement of staff presence).

Summer Schedule. During the summer months only rooms that have been scheduled for classes or activities on "25 LIVE" will be opened. For those departments that will be open for only a portion of the summer, this should be so noted on "25 LIVE".

Individual Access Requests. Should a Public Safety officer decide to admit any staff member to any area of the college, the Public Safety officer will positively identify the staff member and record this information in the report management system at Public Safety. This information will include who was admitted into what area and the purpose of entry. Public Safety officers will not permit student entry into any department area that is closed or unstaffed.

Access Control System. Public Safety, in collaboration with Facilities Management and Planning, manages the Access Control System (often referred to as the "Keyless Entry" system). This system utilizes smart-card technology, proximity antennas, card readers, and electronic remote control and monitoring systems to manage the door functions of exterior doors.

One of the key features of the electronic access control system is that exterior campus doors can be locked.

The primary considerations for securing the campus exterior doors during an emergency include but are not limited to:

  • Active Shooter
  • Other violent actor on campus
  • Disaster where the threat (such as a gas leak or hazardous material incident) is inside one or more buildings
  • Disaster where the threat is attempting to move into a building (riots or other civil disorder, for instance)

Other security considerations include the reduction of unauthorized after-hours access, the reduction of the theft of high value assets from the campus, and the safety of employees who may work after-hours.

Date Adopted: 
Saturday, May 1, 1999
Date Last Reviewed: 
Wednesday, June 25, 2014