120.01 Facilities Campus Access Guidelines

​​Table of Contents 

Section 1: General Information

• 1.1: Document Title
• 1.2: Document Number:
• 1.3: Ref. Documents:
• 1.4: Ref. Reports
• 1.5: Department
• 1.6: Effective Date
• 1.7: Originator

Section 2: Purpose and Scope 

• 2.1: Purpose
• 2.2: Scope

Section 3: Definitions   

• 3.1: Emergency
• 3.2: Accountability
• 3.3: Confidentiality
• 3.4: Revision History
• 3.5: DCR: Document Change Request

Section 4: Responsibilities

• 4.1: Assoc. Vice Chancelor of Facilities (AVCF)
• 4.2: Directors of Facilities: (DoF's)
• 4.3: Supervisors
• 4.4: Tradesperson, Grounds, and Custodial
• 4.5: Affected Employees 

Section 5: Training

• 5.1: Training
• 5.2: Additional Training

Section 6: Procedure

• 6.1: General Access
• 6.2: Restrictive Access
• 6.3: Restricted Areas
  • 6.3.1: Foster Administration Building-Special Access Requirement
  • 6.3.2: Private Offices and Confidential Work Areas
    • 6.3.2.1: Other Specific Room Access
• 6.4: After Hours Access
• 6.5: Emergency Exceptions

Section 7: Confidentiality and Professional Conduct

Section 8: Accountability

• 8.1: Corrective Actions

Section 9: Risk Remediation (220.01)

• 9.1: Personnel
• 9.2: Review

Section 10: Documentation and Recordkeeping

• 10.1: Required Records
• 10.2: Retention Policy
• 10.3: Retention Location
• 10.4: Document Change Request Form

Section 11: Non-Conformance Reporting

• 11.1: Reporting Procedures
• 11.2: Note

Section 12: Training Requirements

• 12.1: Training Content
• 12.2: Training Frequency

Section 13: Revision History

Section 1: General Information  

• 1.1: Document Title: 

   Facilities Campus Access Guidelines

• 1.2: Document Number:  

          120.01

• 1.3: Ref. Documents

   220.01, Access Risk Mitigation 

         514.01, Document Change Request Form

         515.01, Signoff Sheet

• 1.4: Ref Reports

  Call-In Log from Executel

         Work Order Report 

         Expiring/Expired Certificates by User 

• 1.5: Department:  

          Facilities  

• 1.6: Effective Date: 

          06/23/2026  

• 1.7: Originator:  

   Director of Facilities 

Section 2: Purpose and Scope  

• 2.1: Purpose: 

  The purpose of these guidelines is to establish clear expectations for facilities access to office spaces, suites, administrative areas, and other non-public workspaces across campus. Facilities employees are entrusted with keys, cards, tools, and access privileges that allow them to support University Operations. That access must be used only for authorized University business and only in a manner that protects privacy, confidentiality, security, and professional trust.

• 2.2: Scope: 

  This procedure will encompass all Facility Department rules or guidelines regarding access to campus buildings and rooms where privacy or confidential information to be stored

Section 3: Definitions  

• 3.1: Emergency: 

        Circumstances involving life safety, security, loss of assets and condition there of

• 3.2: Accountability: 

        The fact or condition of being accountable to one's actions

• 3.3: Confidentiality: 

          The state of keeping or being kept secret or private

• 3.4: Revision History: 

         A historical review of all updates to this document since its inception as changes or new methods become               evident

• 3.5: DCR (Document Change Request): 

         A document required for updating this and all procedures as new or improved methodologies present                         themselves. Allows for historical tracking of revisions and approvals.

Section 4: Responsibilities 

• 4.1: Assoc. Vice Chancelor of Facilities: (AVCF) 

         Responsible for ensuring Directors of Facilities (DoF’s) are notified and receive training to this procedure 

• 4.2: Directors of Facilities: (DoF’s) 

         Responsible for assuring that the supervisors are trained to this procedure

• 4.3: Supervisors: 

  Responsible to ensuring all tradespersons, grounds, and custodial are trained to this procedure and are familiar with their restrictions and responsibilities under this document

• 4.4: Tradesperson, Grounds, and Custodial

         Shall be responsible as described in this procedure once sign-off of training is complete

• 4.5: Affected Employees

          Applies to all Facilities Department Employees, Contractors, Vendors, and temporary staff performing work              on behalf of facilities       

Section 5: Training: 

• 5.1: Training: 

  AVCF trains DoF’s  using 120.01and receives sign-off for such training. Signed evidence of training is completed on 515.01 and stored in the folder named “Access Control” in the Facility Management folder labeled “Training” that can be found on the “one drive.” 

• 5.2: Additional Training

        DoF’s shall meet with all supervisors and conduct training using 120.01. DoF’s shall get sign-off of                              training using 515.01 following the same storage described in section 5.1. Supervisors shall then train all                  tradespersons affected by this procedure and follow the same sign-off and storage procedure described in              section 5.1.  

 Section 6: Procedure:  

• 6.1: General Access: 

  Facilities employees may enter campus spaces only when there is a legitimate University business reason connected to their assigned job description duties. Access to any office, suite, conference room, administrative area, or other non-public space must be limited to the specific work assignment, inspection, repair, maintenance activity, emergency response, or project for which access is required

• 6.2: Restrictive Areas: 

  Facilities employees may not use their access privileges to enter any space for personal reasons, curiosity, convenience, informal conversations, or any purpose unrelated to assigned work. 
  For purposes of these guidelines, authorized University business means work-related duties, operational responsibilities, emergency response activities, or specifically assigned Facilities functions. The use of Facilities access privileges for non-work-related purposes, including personal matters or activities unrelated to assigned Facilities responsibilities, is prohibited. 
  Nothing in these guidelines is intended to interfere with or restrict employees’ rights under applicable labor laws or collective bargaining agreements. However, the possession of Facilities keys, card access, or specialized building access privileges does not authorize entry into restricted or confidential areas for non-work-related purposes, including union-related activity, unless such access is otherwise authorized through normal University procedures applicable to all employees. 

• 6.3: Restricted Areas:

  • 6.3.1 Foster Administration Building-Special Access Requirement

    Due to the confidential nature of the offices and records maintained in the Foster Administration Building, Facilities employees are not permitted to enter any offices, suites, or non-public spaces in Foster after hours unless there is an emergency and prior approval has been obtained. 
    Before beginning any project, inspection, repair, maintenance activity, or emergency in the Foster Administration Building spaces, Facilities employees must obtain advance approval from one of the following individuals: 
    • Vice Chancellor of Administration (Admin and Facilities) 
    • Associate Vice Chancellor Facilities Operations 
    • Director of Facilities Services 
    • Director of Facilities Trades 
    • Director of Facilities Operation 

  • 6.3.2: Foster Administration Building

    • Chancellor's Office  
    • Chancellors Chief of Staff, 332
    • Diversity Equity and Inclusion, 307 
    • Enrollment Management, 121 
    • Finance ,301A 
    • Human Resources, 213 
    • Provost Office, 315 
    • University Marketing, 232 

  • 6.3.3: Private Offices and Confidential Work Areas

    Private offices and confidential administrative areas require a heightened level of discretion.These include, but are not limited to: 
     
    Administration and Facilities Suite, Cabinet member Suites, Chancellor’s Office and Suite, CITS Suite including CITS server room, Dean Suites, Human Resources Suite, Finance and Administration Suite, Provost’s Office Suite, Public Safety, Student Affairs Suite.  

    Additional spaces include employee relations spaces, records storage areas, and any office where personnel, student, medical, Legal-OGC, financial, disciplinary, or where other confidential records may be present 

    Before entering a private office or confidential office area, Facilities employees must obtain permission from the office occupant, office manager, department head, or designated departmental contact unless there is an emergency or direct management authorization. 

    Having a key, card access, or general Facilities access does not, by itself, authorize entry. 

     

  • 6.3.4: Other Room Specific Access:

    • Vice Chancellor for Advancement, Chase Rd.  
    • Vice Chancellor for Administration, Claire T. Carney Library, 243  
    • Assistant Dean for Public Interest Law / Assistant Vice Chancellor for Government and Community Relations, Office of the Dean Law School 
    • Vice Chancellor Student Affairs, McLean Campus Center 

• 6.4: After-Hours Access

  After-hours access means access outside normal University business hours, including evenings,  nights, weekends, holidays, or campus closure periods. 
   
  Facilities employees may not enter private offices, confidential administrative areas, or Foster  Administration Building spaces after hours unless: 
   
  • There is an emergency 
  • The work has been specifically approved in advance by appropriate Facilities leadership 
  • The affected department has been notified when appropriate 
   

   

  When after-hours work is approved, employees must limit their presence to the specific authorized area and the specific assigned work. 

• 6.5: Emergency Exceptions

  An emergency may include circumstances involving life safety, active leaks, flooding, electrical  hazards, fire/life safety concerns, loss of heat in critical areas, security risks, or conditions that  may cause immediate damage to University property or operations. 
   
  In an emergency, Facilities employees may enter the affected space as necessary to address the  emergency. However, employees must notify their supervisor or appropriate Facilities  leadership as soon as practicable after entry and document the reason for access. 
   
  Emergency access must not be used as a justification for unrelated work or entry into additional  spaces. 
  

Section 7: Confidentiality and Professional Conduct

Facilities employees may encounter confidential information, private conversations, personnel records, student records, financial documents, legal materials, medical information, or other sensitive information while performing their duties. 
 
Employees must not read, review, photograph, copy, remove, disclose, discuss, or otherwise access any information observed while in a workspace unless it is directly necessary to perform the assigned Facilities work. 
 
Employees must avoid unnecessary handling of documents, files, computers, personal belongings, or office materials. 
 
Any accidental exposure to sensitive information should be reported to a supervisor. 

Section 8: Accountability

Failure to comply with these guidelines may result in corrective action or discipline, up to and including termination, depending on the nature and severity of the conduct. 
 
The University expects Facilities employees to exercise sound judgment, professionalism, and discretion at all times when accessing campus space 

• 8.1: Corrective Actions:  

          Re-training this procedure if an incorrect access occurs. Root Cause Analysis performed as needed

Section 9: Risk Remediation (220.01)  

• 9.1: Personnel:                

  Ensure confidential info remains intact

• 9.2: Review: 

  Annual Review, retraining and updates as needed

Section 10: Documentation and Recordkeeping 

• 10.1: Required Records: 

   Document 515.01 signoff forms

• 10.2: Retention Policy: 

   Perpetually

• 10.3: Retention Location:

  Facilities server or shared One Drive designated location

• 10.4: Document Change Request Form

  This Document can be changed as needs arise using the Document Change Request Form found here (514.01)

Section 11: Non-Conformance Reporting

• 11.1: Reporting Procedures:

          Any non-conformity reported immediately to the Associate Vice Chancellor of Facilities

• 11.2: Note:

          Any non-conformity requires retraining of DOF's and affected supervisors

Section 12: Training Requirements

• 12.1: Training Content:

          Verbal review of documents including signoff acknowledgement of training

• 12.2: Training Frequency:

          Annually, during a nonconformance event or during "new hire" orientation of stakeholders

Section 13: Revision History 

Note: Users who possess printed copies of this procedure should always check for latest revision  

By comparing the rev # at the top of this procedure to what is on the “MDL”