Purpose

The purpose of this Physical Access Control Policy is to establish guidelines for Rockhurst University to ensure secure and controlled access to its buildings and rooms. This policy aims to maintain a safe environment, protect university resources, and safeguard sensitive information.

Scope

This policy applies to all students, employees, and contractors accessing Rockhurst University buildings and rooms. It encompasses access control systems, physical security measures, and procedures primarily controlled by Campus Security and secondarily by Rockhurst Computer Services.

Approval Process

  • Students:
    1. Student access to buildings and rooms will be primarily controlled by Student Development through automated processes sourced from the student information system at the beginning of each term.
    2. Students will be automatically granted access to the appropriate buildings and rooms based on their enrollment information.
    3. In special cases where additional access is required, students may submit a written request to Student Development, specifying the building and room access needed.
    4. Student Development will review and approve the written requests based on the provided justification.
    5. Student Development will collaborate with Rockhurst Computer Services to ensure that the approved access is properly configured in the access control system.
  • Employees:
  1. Employee access to buildings and rooms will be sourced from the human resources system and the student information system.
  2. Access permissions will be determined based on the employee's position and job responsibilities.
  3. Supervisors are required to provide written approval for their employees' access to specific buildings and rooms beyond standard access.
  4. The written approval from supervisors will be submitted to Rockhurst Campus Security for review and configuration in the access control system.
  5. to Rockhurst Campus Security will ensure that access permissions align with the approved requests.
  • Contractors:
  1. Contractors requiring access to buildings and rooms must obtain written approval from their respective department heads.
  2. The department heads will review and approve access requests based on the project or service requirements.
  3. The written approval from department heads will be submitted to Rockhurst Campus Security for review and configuration in the access control system.
  4. Rockhurst Campus Security will ensure that access permissions align with the approved requests.

Building Access Card Issuance

  • Students:
  1. Student Development will issue building access cards to students at the beginning of each term or during special student campus events.
  2. The building access cards will be programmed with the appropriate access permissions based on the student's enrollment and any additional approved access requests.
  • Employees and Contractors:
  1. Rockhurst Computer Services will issue building access cards to employees and contractors.
  2. Building access cards will be programmed with the approved access permissions as per the written approvals received from supervisors or department heads.

Access Schedule and Exceptions

  1. Campus Security will control the building access schedule for all campus buildings.
  2. Any exceptions to the access schedule, including after-hours access or special circumstances, must be coordinated with Campus Security.
  3. Campus Security is the primary point of contact for any access-related issues or exceptions.
  4. Rockhurst Computer Services will act as a secondary contact for Campus Security to assist with access control system management and support.

Responsibilities

  • Campus Security:
  1. Campus Security is responsible for maintaining and monitoring the access control systems, including access permissions, building access cards, and access schedules.
  2. Campus Security will enforce access control policies and respond to access-related inquiries or incidents.
  • Rockhurst Computer Services:
  1. Rockhurst Computer Services is responsible for managing the technical aspects of the access control systems, including system administration, software updates, and integration with other university systems.
  2. Rockhurst Computer Services will collaborate with Campus Security to ensure the seamless operation and security of the access control systems.

Policy Compliance

  1. Failure to comply with this policy may result in restricted access privileges, disciplinary action, or legal consequences, depending on the severity of the violation.
  2. Any suspected policy violations should be reported to Campus Security for investigation.

Policy Review

  1. This policy will be reviewed periodically and updated as necessary to reflect changes in technology, best practices, or regulatory requirements.
  2. Any proposed changes to this policy must be reviewed and approved by [appropriate authority].

By adhering to this Physical Access Control Policy, Rockhurst University aims to maintain a secure environment and protect its resources and information.