Policy (PDF) by MichaelCoughlin

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									                                      ACCESS SYSTEMS

Function

The function of the Access Systems Section is to control the issue of identification cards, entry
cards and keys to authorized UCL personnel. The section’s role includes the specification of
locking systems, advice on locks and keys, and planning the installation and maintenance of entry
card systems.

Officer Responsibilities

Director of Estates and Facilities

Overall responsibility as Director.

Security Manager

Responsible for the provision of the service, the development of policy and resolution of disputes.

Access Systems Manager

Responsible for:
The organisation and management of the Section, the maintenance of records, issue of
identification, cards, entry cards and keys.

Planning the installation and maintenance of entry card systems.

The specification of key suites and provision of advice on locks, keys and general security.


Policy

1.0    Issue of entry cards

       The policy is to issue entry cards to eligible members of the UCL community in accordance
       with the following:

1.1    Cards are issued only to the following:

       • Members of UCL Staff
       • UCL Postgraduate students
       • Authorized visitors to UCL

1.2    Cards are not issued to undergraduate students. However, exceptions may be made under the
       authority of the Security Manager.




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1.3   Each department is assigned to a building or group of buildings to which members of UCL
      have legitimate access and cards will be issued only for such buildings.

1.4   Cards are issued only on production of:

      • A valid UCL identification card or other form of ID.
      • An Entry Card Request Form, or letter detailing the access required, duly completed and
        signed by a departmental authorized signatory for the issue of entry cards. We will also
        accept requests and amendments from valid email addresses of the authorized signatories.

1.5   Cardax cards will be functional by, at the latest, 5.00 pm on the day of issue.

2.0   Issue of UCL identification cards to members of staff and visitors

      It is the policy of the Section to issue UCL identification cards as soon as possible, subject
      to the photosession timetable, and in accordance with the following.

2.1   UCL identification cards are issued only to staff on production of:

      •   EITHER a duly completed letter of authorization signed by an authorized signatory for
          the issue of cards
      •   OR: their contract of employment
      •   Plus one other form of identification (eg. a bank card)

2.2   Replacement cards for those that are lost or stolen will be issued on the same basis as above.

3.0   Issue of UCL identification cards to students

      Student Identification Cards are issued each year as part of the enrolment process. The
      policy is to provide replacement cards for those that are lost or stolen as soon as possible,
      subject to the photosession timetable.

      Forms for replacement cards are issued by Registrars, and should then be taken to one of the
      photosessions.

4.0   Issue of keys

      The policy is to issue keys to authorized persons as soon as possible in accordance with the
      following.

4.1   Keys are only issued to staff, visitors or graduate students on presentation of:

      • A completed request form, or a letter detailing the key(s) required from one of the
        department’s authorized signatories for the issue of keys. We will also accept requests
        from valid email addresses of the authorized signatories.
      • A valid UCL identification card or some other form of identification that confirms the
        individual as the person on the request form




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Authorization for access to all areas of UCL

There are two levels of ‘all areas’ access:

• Firstly, access via every controlled entrance including sensitive areas such as Biological
  Services. Entry cards in this category are issued only to the following UCL Officers:

       ♦ Provost (if required)
       ♦ Vice- Provost (if required)
       ♦ Director of Estates and Facilities
       ♦ Assistant Director of Estates and Facilities
       ♦ Security Manager
             ◊ Security Staff
       ♦ Chief Engineer
       ♦ Chief Maintenance Surveyor
             ◊ Resident Maintenance Staff
       ♦ UCL Fire Officer

• Secondly access into all buildings but excluding sensitive areas, is given to the following:

       ♦ Head of Facilities Services
       ♦ Head of Property Maintenance and Design
       ♦ Head of Safety
       ♦ Domestic Services Manager
             ◊ Selected Domestic Services Staff
       ♦ Selected Portering and Mail Services Staff
       ♦ Selected Information Systems Staff
       ♦ Selected Audio Visual Staff

• Access to buildings for contractors is by authorization from one of the Estates and Facilities
  Division’s authorized signatories for the issue of temporary cards and keys. Contractors are
  issued entry cards for access between 0700 and 1900, Monday to Friday only.

Any other All areas access is granted only by permission of the Director of Estates and Facilities or
the Security Manager, after consultation with the occupants of the building(s) concerned as
necessary.


Card activity records – data protection issues

Information regarding the activity of entry card holders, or lists of entry card holders will be
provided to their authorizing department only, and only at the request of one of the signatories
authorized by the head of that department.

Requests for information regarding cardholders, or the activity of entry card holders, for those not
authorized by the requestors department, (e.g. details of central services staff); must be made
directly to the Security Manager, explaining in detail the reasons for the request.


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