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, 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 all college facilities and property are being used for authorized purposes and that proper supervision by appropriate staff members is provided.

These procedures are intended to provide security for all college buildings, facilities, and equipment, and to preserve the safety of individuals while on campus. In addition, 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, 25Live. In preparation for the evening program, doors will start locking at 5pm.

Facilities Management and Planning Department is responsible for unlocking non-office doors during regular-schedule days Monday through Friday. Public Safety unlocks scheduled doors on weekends, holidays and after-hours. Public Safety will also respond to requests for office unlocks during the week. On occasions when officers open an office or other sensitive area, officers will verify the identity and authorization of the person requesting access. Such steps will be done in person. The majority of exterior doors and certain interior doors are electronically controlled by a program jointly managed by the following departments: Public Safety, Facilities Management and Planning, and Information Technology.

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, 25Live.

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 the College online scheduling system, 25Live, will be opened. All evening program building/room access must be set up in advance using 25Live.

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 25Live and the designated staff supervisor is present. Any persons requesting building access after-hours or on 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 25Live will be opened. For those departments that open for only a portion of the summer, this should be noted on 25Live.

Individual Access Requests: If a Public Safety officer admits 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, unless that student is an authorized student employee and the college is “open”.

Access Control System: Public Safety, in collaboration with Facilities Management and Planning and Information Technology, manages the Access Control 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, April 19, 2017