Fillable Policy Number: L10.901 Approved Date: April 10, 2017 (Leeward Community College)

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Policy Number: L10.901 Approved Date: April 10, 2017 (Leeward Community College)

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Policy Number: L10.901
Approved Date: April 10, 2017
Review Date: April 10, 2022
LEEWARD COMMUNITY COLLEGE
FACILITIES ACCESS CONTROL POLICY AND PROCEDURES
1. PURPOSE
Leeward Community College (Leeward CC) is committed to the health and safety of its faculty, staff,
students, and visitors and in maintaining a safe, secure, and efficient learning and working environment.
The primary objective of the Facilities Access Control Policy and Procedures is to balance the goal of
maximum utilization and access to facilities with the need to control such utilization and access for the
express purpose of; 1) enhancing the personal safety for members of the campus community and, 2)
minimizing potential loss or theft of property. This objective is supported through responsible access
privilege control mechanisms for all campus-controlled facilities.
2. SCOPE/APPLICABILITY
The Facilities Access Control Policy and Procedures is applicable to; 1) all current and future sites,
buildings, facilities, and other assets under the operational jurisdiction of Leeward CC, 2) all access
control systems installed in new construction or as part of any major or minor repair and maintenance
project, and 3) all personnel affiliated with Leeward CC to include its officers, employees, agents, or any
person acting on behalf of Leeward CC.
3. POLICY
The Facilities Access Control system will be used to promote and maintain the, a) safety and security of
building occupants, b) protection of college assets, and c) security of college records and data. The
Facilities Access Control system and accompanying policy, in and of itself, is not meant nor intended to
provide the sole means to secure the campus. Rather, the Facilities Access Control system is to be used
in conjunction with other security measures and systems (surveillance cameras, building and duress
alarms, etc.) in order to provide a comprehensive approach to campus safety and security.
4. GENERAL GUIDELINES
a) All keys and electronic access cards are the property of Leeward CC.
b) The Vice Chancellor of Administrative Services has overall responsibility for granting access to
Leeward CC facilities, issuance of all keys and electronic access cards, and the designation of
related duties.
c) The Facilities Use office is responsible for the overall administration and implementation of key
and electronic access card systems.
d) Keys and electronic access cards will be issued to Leeward CC faculty, staff, and administrators.
Students and/or student employees shall not be issued keys or electronic access cards.
5. FACILITIES ACCESS CONTROL RESPONSIBILITIES
a) Facilities Use Responsibilities
1) Coordinate the installation and maintenance of interior and exterior door locks.
2) Coordinate the cutting and issuance of door keys and electronic access cards.
3) Maintenance of accurate records and controls to provide accountability for all keys and
electronic access cards issued.
4) Establishment of policies and procedures that govern the issuance and control of keys and
electronic access cards.
b) Division/Unit Responsibilities
1) Each division/unit is responsible for designating a key coordinator who is in charge of key
control for their respective division.
2) Request keys or electronic access cards for faculty and staff employees assigned to their
division/unit.
3) Collect keys and electronic access cards from faculty and staff upon their termination or
retirement from Leeward CC, upon a transfer to another division/unit, or when a key or
electronic access card is no longer required.
4) Immediately report lost or stolen keys or electronic access cards.
5) Secure and account for an inventory of keys and electronic access cards that have been
issued to the division/unit.
6) Conduct an annual review and inventory of all keys and electronic access cards issued and
used by the division/unit.
7) If a key or electronic access card is not returned or upon examination of the inventory that a
key or electronic access card is lost or unaccounted for, the division/unit will be responsible
for all expenses related to the lock replacement.
c) Individual Key and Electronic Access Card Holder Responsibilities
1) Assumes responsibility for the safekeeping and appropriate use of any and all keys and
electronic access cards issued to them.
2) Keys and electronic access cards are to be only used by the individual who was issued the
key or electronic access card and are not to be loaned or transferred to any other individual.
3) Key and electronic access cardholders are strongly encouraged to leave keys and cards in a
secure location during non-working periods.
4) Authorized electronic access cardholders are responsible for any individual(s) they allow
into a building after Office Hours (ref. 15a for definition).
5) When terminating employment from Leeward CC or transferring to another division/unit
within the College, keys and electronic access cards are to be returned to the division/unit
key coordinator.
6) Report and turn in any found keys or electronic access cards to Campus Security.
7) Report unauthorized persons or suspicious activities to Campus Security immediately.
6. KEY REQUESTS AND AUTHORIZATIONS
Key Request forms are available on the Leeward CC website. This form is to be used to request regular
keys and electronic access cards. The Key Request form must be completed and authorized by the
respective dean or division chair and then forwarded to the Facilities Use office. Please note that all
keys are made off-campus by a 3
rd
party vendor, so allow adequate time for processing. Typically this
may take up to 10 business days.
7. KEY IDENTIFICATION
a) Tags, markings, and any other forms of identification that refer to Leeward CC, or a specific
building/room at the College, or in any way indicates the purpose of the key, should not be
attached to the key. The only identifying marks on the key will be characters/numbers stamped
on the key by the vendor responsible for cutting the keys in coordination with the Facilities Use
office.
b) Any other forms of defacing, etching, or markings on keys or electronic access cards are not
authorized. Any faculty or staff member found to violate this provision of the policy may forfeit
their access control privileges and will impose upon their division/unit the appropriate fees
related to replacement keys and/or electronic access cards.
8. KEY AND ELECTRONIC ACCESS CARD FEES
c) Leeward CC employees will not be charged for those keys or electronic access cards that were
initially authorized and distributed. If an employee has a key or electronic access card lost or
stolen, a replacement fee of $25.00 per key or electronic access card will be charged to the
division.
d) Non-functional or worn keys or electronic access cards will be replaced at no charge. Defective
keys or electronic access cards should be sent to the Facilities Use office for disposal.
9. KEY TRANSFERS
Keys or electronic access card transfers are strictly prohibited. Persons found in violation of this policy
may have their access privileges revoked.
10. KEY CONTROL AND INVENTORY
Each division/unit is responsible for keys and electronic access cards issued within their division/unit.
Each division/unit should maintain and document their own internal inventory of keys, electronic access
cards, and the individuals who were issued these keys/cards. The Facilities Use office maintains an
inventory of all keys and electronic access cards issued on campus. Inquiries regarding your key control
inventory should be directed to the Facilities Use office.
11. KEY ISSUING GUIDELINES
For security and division/unit control purposes, the following key and electronic access card issuing
guidelines will be implemented:
a) Deans and Division Chairs: Electronic access card to external door(s) leading to office suites, if
applicable; hard key for own office.
b) Faculty and Staff: Electronic access card to external door(s) leading to office suites, if applicable;
hard key for own office; hard key for each classroom (each classroom is keyed differently).
c) Lecturers: Electronic access card to external door(s) leading to office suites, if applicable; hard
key for own office. Division/unit key coordinator will designate whether hard keys will be issued
to classrooms.
12. UNAUTHORIZED DUPLICATING/REPLACING OF KEYS
Duplicating, replacing, or tampering with keys, electronic access cards, or any part of the manual or
electronic locking mechanism(s) by any individual, external agency, company, or private business
without the written authorization of the Leeward CC Facilities Use office is strictly prohibited.
13. TEMPORARY KEYS/ELECTRONIC ACCESS CARDS – CONTRACTORS AND SERVICE PROVIDERS
a) Contractors: During normal Office Hours, Operations and Maintenance will be responsible for
issuing keys or providing access to contractors. For contractor access that occurs after Office
Hours, Operations and Maintenance will notify Campus Security of the work scheduled to be
performed and Campus Security will be responsible for issuing keys or providing access.
b) Service Providers: Campus Security will be responsible for issuing keys or providing access to
contractors that are designated as “Service Providers.” See Attachment 3 for list of all current
“Service Providers.”
c) Operations and Maintenance and Campus Security are to follow prescribed internal procedures
for issuance of contractor key sets.
d) For Automotive, Theatre, Culinary Arts/Cafeteria Facilities: Generally, these units control their
own facilities and hire their own contractors. As such, they are responsible for providing
contractor access to their facilities unless the contractors are designated as “Service Providers.”
14. RETURNING KEYS AND ELECTRONIC ACCESS CARDS
a) When terminating employment at Leeward CC, all keys and electronic access cards must be
returned to the division/unit key coordinator and then to the Facilities Use office.
b) For employees transferring from one unit/division to another unit/division at Leeward CC, keys
and electronic access cards must be returned to the division/unit key coordinator and then to
the Facilities Use office. Requests for new keys or electronic access cards must be made via the
Key Request form.
15. BUILDING SCHEDULES AND ELECTRONIC ACCESS CARDS
a) Each campus building may have its own schedule for opening and closing external doors as
determined by the appropriate dean, division chair, or coordinator. Academic, administrative,
and student support units, to include academic division administrative offices, will be open for
“Office Hours” from 7:45 a.m. until 4:30 p.m., Monday through Friday excluding holidays and
designated break periods.
b) The State of Hawaii has defined “Office Hours” as the following: “the hours during which a
government office is open to transact public business. For most offices, the hours are from 7:45
a.m. to 4:30 p.m., Monday through Friday, unless otherwise provided by executive order.”
(reference State of Hawaii, Department of Human Resources, Policy No. 502.005).
c) When the building is closed, the electronic door locks will automatically engage. On Saturdays,
Sundays, and holidays, most buildings will be scheduled closed, unless special events are
scheduled which require use of specific buildings/rooms. Special event requests for the
electronic access system must be pre-arranged through the Facilities Use office at least 10
business days in advance of the event and should be noted on the applicable Facilities Use
request form.
d) Authorized electronic access cardholders in the building after Office Hours are required to have
their electronic access card and identification on their person. This will enable them to enter
and exit the building under non-emergency conditions.
e) In the event of an emergency (i.e., fire alarm), the electronic access card system will disarm the
electronic door locks in the locked position. An electronic access card is not required to exit the
building.
f) Curfew is at 11:00 p.m. and the campus must be cleared of all personnel and vehicles by that
time unless previous arrangements have been made (i.e., special events, theatrical
performances). All electronic locks will be rendered inoperable at that time. Electronic locks
will remain inoperable until 4:00 a.m. Access to electronic door locks from 11:00 p.m. until 4:00
a.m. is by hard key only.
16. CLASSROOM OPENING AND CLOSING PROCEDURES
a) Campus Security is responsible for ensuring that exterior doors to specific classrooms and other
public use areas will be unlocked prior to the start of each instructional day. See Attachment 4
for complete list of classrooms and public areas that are currently included under this guideline.
b) Campus Security is responsible for ensuring that all exterior doors to all buildings are secured at
the end of each instructional day, regardless of the day or time, including weekends.
c) Campus Security will use and refer to the Facilities Use List as the guiding document when
opening and securing classroom doors.
d) If an exterior classroom door is not opened during Office Hours, the faculty or staff member
should contact their division’s/unit’s office for assistance in opening the classroom door.
e) In the event that the division’s/unit’s office is not able to respond to the request for opening the
classroom door, the faculty or staff member should contact the Campus Security Supervisor
(Pearl City: 455-0611 or x611 if using a campus telephone; Wai`anae Moku: 454-4711 or x711 if
using campus telephone) for assistance.
f) The faculty or staff member will be required to provide identification and sign a security log
form that will indicate the time, date, division/unit, and classroom number to which the
individual was provided access.
17. OFFICE AND OTHER ROOMS OPENING AND CLOSING PROCEDURES
a) Opening and securing offices and other rooms that are not classrooms is the primary
responsibility of the individual, unit head, coordinator, or division. During normal Office Hours,
faculty and staff are to contact their unit head, coordinator, or division should they need to gain
access.
b) In the event that the faculty or staff member is unsuccessful in contacting their unit head,
coordinator, or division during normal Office Hours, they should contact the Campus Security
Supervisor (Pearl City: 455-0611 or x611 if using a campus telephone; Wai`anae Moku: 454-
4711 or x711 if using campus telephone) for assistance. After verification of identification of the
faculty or staff member, Campus Security will only open the office door for that specific faculty
or staff member – no other doors will be opened.
c) The faculty or staff member will be required to sign a security log form that will indicate the
time, date, division/unit, and room number to which the individual was provided access.
Securing the room and its contents is the responsibility of the faculty or staff member, unit
head, coordinator, or division.
18. ADMINISTRATION OF ELECTRONIC ACCESS CARD SYSTEM
The electronic access card control system will be administered and maintained by the Facilities Use
office with technical support provided by the Information Technology Group (ITG). ITG’s responsibilities
will include providing support for computer system maintenance, to include the coordination and
installation of system hardware and software upgrades, as necessary. ITG is not authorized nor is
responsible for opening and securing doors.
19. ELECTRONIC ACCESS CARD DATABASE
Control of information related to the electronic access card database is considered confidential and will
be restricted to authorized individuals. Only the Chancellor and Vice Chancellor of Administrative
Services, or their designee, will have the rights to generate usage reports from this database.
Attachments
1 – Request Form – Mechanical Key & Access Control Card
2 – Primary Points of Contact
3 – Service Providers
4 – First Watch Room Opening List
LEEWARD COMMUNITY COLLEGE
REQUEST FORM – MECHANICAL KEY & ACCESS CONTROL CARD
This application form shall be used by all individuals requesting mechanical key(s) and/or an access control card.
All information must be printed and clearly legible.
The key holder must return issued keys to the Enterprise Operations Office upon termination of employment.
Incomplete forms may be cause for this application to be rejected.
SECTION A: KEY AND/OR CARD HOLDER’S INFORMATION
LAST NAME:
FIRST NAME:
PHONE NUMBER:
JOB TITLE:
EMPLOYMENT TYPE: TODAY’S DATE:
REG FULL-TIME
REG PART-TIME
CASUAL/TEMP/CONTRACT – END DATE:
SECTION B: ACCESS REQUESTED TO THESE AREAS
ROOM
#
THIS BOX FOR ENTERPRISE OPS OFFICE ONLY ROOM
#
THIS BOX FOR ENTERPRISE OPS OFFICE ONLY
DOOR ID # KEY ID # CARD ACCESS LEVEL DOOR ID # KEY ID # CARD ACCESS LEVEL
1. 6.
2. 7.
3. 8.
4. 9.
5. 10.
SECTION C: REASON FOR KEY AND/OR CARD ACCESS REQUEST
REASON/JUSTIFICATION FOR REQUESTING ACCESS:
SECTION D: SUPERVISOR’S ENDORSEMENT
As the endorser, you are charged with reviewing this application form for accuracy and completeness.
The completed application must be returned to the Enterprise Operations Office for processing. Requests may take up to 10 business days to fulfill.
By signing below, you acknowledge that you have reviewed the Facilities Access Control Policy and Procedures with your applicant and your applicant
understands and will comply with the expectations set therein.
PRINT NAME: (DEAN, COORINDATOR, OR DIVISION CHAIRPERSON) TITLE: SIGNATURE:
SECTION E: ENTERPRISE OPERATIONS – REVIEW
APPROVED
DISAPPROVED
ENTERPRISE SERVICES OFFICER SIGNATURE:
SECTION F: ENTERPRISE OPERATIONS – CHAIN OF CUSTODY RECORD
ITEM # DATE & TIME RELEASED BY RECEIVED BY PURPOSE:
NAME:
NAME:
NEW STD
NEW TEMP
REP LOST
REP STLN
REP DMGD
OTH
RET STD
REASON__________
N/R
LOST
N/R STLN
N/R DMGD
DIVISION/DEPT:
DIVISION/DEPT:
SIGNATURE:
SIGNATURE:
NAME:
NAME:
NEW STD
NEW TEMP
REP LOST
REP STLN
REP DMGD
OTH
RET STD
REASON__________
N/R
LOST
N/R STLN
N/R DMGD
DIVISION/DEPT:
DIVISION/DEPT:
SIGNATURE:
SIGNATURE:
NAME:
NAME:
NEW STD
NEW TEMP
REP LOST
REP STLN
REP DMGD
OTH
RET STD
REASON__________
N/R
LOST
N/R STLN
N/R DMGD
DIVISION/DEPT:
DIVISION/DEPT:
SIGNATURE:
SIGNATURE:
SECTION G: ENTERPRISE OPERATIONS – DISPOSITION
INITIAL DATABASE ENTRY BY: ACCESS CONTROL CARD NUMBER:
DATABASE ENTRY REVIEWED BY: DATABASE ENTRY MODIFIED BY:
Last Revised: 02/11/2016
Attachment 1
Attachment 2
96-045 Ala `Ike
Pearl City, Hawai`i 96782
Phone: (808) 455-0213
Fax: (808) 455-0471
An Equal Opportunity/Affirmative Action Institution
Last Update: Spring 2017
Facilities Access Control Policy and Procedures
Primary Points of Contact
If Using Cell Phone or
Outside Phone
If Using Campus Phone
Campus Security – Pearl City
Campus Security – Waianae Moku
455-0611
454-4711
611
711
Enterprise Operations - Facilities Use Office
455-0558
558
Operations and Maintenance
455-0461 or 455-0462
461 or 462
Arts and Humanities Division Office
455-0350
350
Business Division Office
455-0344
344
Language Arts Division Office
455-0330
330
Math and Science Division Office
455-0251
251
Professional Arts and Technology Division Office
455-0300
300
Social Science Division Office
455-0360
360
Waianae Moku
454-4701
701
Vice Chancellor of Administrative Services
455-0213
213
Attachment 3
96-045 Ala `Ike
Pearl City, Hawai`i 96782
Phone: (808) 455-0213
Fax: (808) 455-0471
An Equal Opportunity/Affirmative Action Institution
Last Update: Spring 2017
Facilities Access Control Policy and Procedures
Service Providers
Service Provider
Description of Service
Johnson Controls, Inc. (JCI)
Issue JCI Key Ring
For air conditioning system, cooling tower, chillers
Island Signal and Sound (ISS)
Fire alarm system
Hawaiian Electric Co. (HECO)
Electrical vaults, transformers
Island Pacific Distributors (IPD)
Keying system
Schindler Elevator
Elevators in AM building, Campus Center, Learning Commons,
Theatre; Stage lift in Theatre
Alakai Mechanical
Boiler in Campus Center basement
Kone Elevator
Elevator in ED building
AAA Fire
Fire equipment
Cummins Pacific
Emergency generator; BS 1
st
floor electrical room
Attachment 4
96-045 Ala `Ike
Pearl City, Hawai`i 96782
Phone: (808) 455-0213
Fax: (808) 455-0471
An Equal Opportunity/Affirmative Action Institution
Last Update: Spring 2017
Facilities Access Control Policy and Procedures
First Watch Room Opening List
Building
Room Numbers
First Floor Rooms
None
Second Floor Rooms
FA
202
GT
205A
Public Areas
Restrooms
All
Elevators
AM and Campus Center
Stairwells
AD
Gates
All
Raise Colors
Flag Poles
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Policy Number: L10.901 Approved Date: April 10, 2017 (Leeward Community College)

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Completed 25 July 2020

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