Access to college facilities is an important responsibility to ensure the safety of all faculty, staff, students and visitors within the college community. It is incumbent upon each person to safeguard these devices and maintain control of their access to the college at all times.
Access Authority
- Facilities Resources (FR) and Greenville Technical College Police Department (GTCPD) are solely responsible for determining access points, methods, procedures, and protocols, to maintain a safe campus environment for students, employees, and visitors. The Child Development Center (CDC) and the Center for Manufacturing Innovation (CMI) will be responsible for their respective buildings and program access due to the nature and occupants of the facilities.
- FR and GTCPD (“Primary Authorized Users”) are authorized to ensure that access requirements are met.
- Secondary Authorized Users are responsible for maintaining and auditing access.
- Individuals and departments must follow procedures and requirements established by FR and GTCPD.
- FR and GTCPD are jointly responsible for the maintenance and installation of the access control hardware.
- FR is responsible for managing and maintaining the mechanical keying system and for coordinating new and replacement systems.
- FR is authorized to make and issue mechanical keys for the college’s master keyed systems. Any request for a mechanical key must be approved by Facilities Director, Facilities Manager or GTCPD and a Facility Security Clearance (FSC) Verification Request form must be completed for all requests.
- Unless specifically approved by the Director of Facilities Management Operations and Maintenance, keys manufactured or duplicated by a vendor or through any other source are prohibited.
- Deans and department heads must keep an inventory of access devices issued to individuals in their departments and return unauthorized keys and unused keys to FR.
- The installation, changing, or removal of locks must be performed only by FR or by a vendor authorized by FR.
- Mechanical keys for external doors will not be issued to employees, faculty or staff who are issued college ID cards, key fobs, or who access facilities by Mobile Apps/IDs unless they work in a department that requires the employee to engage in the repair, renovation, or maintenance of the building or those that are responsible for the safety and security of the people and property or the college (FR or GTCPD).
- A mechanical key inventory will be conducted on an annual basis by Facilities. Physical key inventories are encouraged and may be arranged at any time by or with the Facility Resources Department for the purpose of identifying keys and turning in any unused keys.
- Physical keys, including broken or damaged keys, should never be discarded.
Access Control System & Devices
- The college maintains one central physical access control system. No other systems are permitted to be used on college property.
- College Facilities and GTCPD are jointly responsible for the maintenance of the physical access control hardware.
- College Facilities is responsible for managing the access control system.
- Access is granted by eligibility criteria and by Secondary Authorized Users.
- Only one access control device per person is permitted (e.g., having an FOB and a key card issued to one person is prohibited.)
- Access eligibility criteria are determined by completing a Facility Security Clearance (FSC) Verification Request form which is reviewed by the Facilities Director, Manager or GTCPD representative in conjunction with VP approval.
Device Procedures
- Master Key – These keys will be issued to Facilities Management maintenance supervisors, housekeepers assigned to clean the building, the GTC Police Department and others approved by Primary Authorized Users for critical infrastructure and maintenance needs.
- Building Master key—These keys are building-specific master keys and can be issued to department heads, building marshals and custodial services personnel.
- Sub-Master Keys – Sub-Master keys are for smaller areas or groups of doors within a building. They are typically department-specific. These keys may be issued to department heads (two per department head unless otherwise approved) only. The appropriate vice president or dean must approve requests for such keys before the Facility Security Clearance (FSC) Verification Request form is submitted.
- Passage Key—These are lock, door or room-specific keys. They are primarily for individual offices or common areas shared by departments, such as classrooms. They may be referred to as “Classroom Master Key” if the Passage Key is a common key among all classrooms in a building. These keys are intended to limit access as much as possible.
- Key Records – Persons authorized to possess any keys issued by the college must personally sign for their keys. The master key control list will be maintained by FR.
- Issuance and Control of Department Keys – Upon acceptance of a new building, the re-keying of an existing building or reallocation of space to a department, FR will make a one-time issue of individual door keys based on the key requirements identified by the occupying department heads. Keys will be initially issued to department heads, who shall assume responsibility for control of the keys.
- Under no circumstance are departments or individuals allowed to reproduce or duplicate any keys, electronic cards or key fobs for college building locks.
- Upon termination of employment or retirement, all access devices must be handed into the Human Resources Department as part of the exit interview process. No access devices shall be handed down within departments. If anyone receives or finds any access device not issued to them, the individual must contact the FR immediately by phone, email or FMX.
- Lost access devices will be replaced through the Facility Security Clearance (FSC) Verification Request. There will be a delay in the replacement of lost keys to allow the device holder time to find the missing keys because of the cost and time associated with the rekeying of locks.
- Access devices must not be borrowed or loaned. Access devices left unattended should be recovered and given to a member of FR.
Definitions
- Access Devices: includes physical college ID cards, Mobile Apps/IDs, key fobs, temporary cards and physical keys that provide access to buildings or rooms. Access Devices are the property of the college.
- Physical Access Control System: an electronic system that controls the ability of users to enter a secured area at designated access control points using an electronic access device such as a college ID card, Mobile App/ID, key fob or temporary card.
- Mechanical Key: anything cut or made to line up the shear lines of pins or wafers inside a cylinder to operate a mechanical lock from its secured or locked side, which is inserted into a lock and turned to open or close it.
- Primary Authorized Users: Facility Resources (FR), Greenville Technical College Police Department (GTCPD)
- Secondary Authorized Users: Departments and offices that have been given authority to grant college facility access on a limited basis.
- Temporary Authorized Users: These users are limited to a specific program or project.
- College Facility: includes any college building, structure, room, classroom or space within a facility, plaza, open space, thoroughfare, landscaped area or other physical improvements or natural features of the college campus or other property under the administrative control of the college.