Beginner Key Control And Access Services Training

1. Department of Central Security Department Access Coordinator (DAC) Beginner Key Control And Access Services Training

2. Agenda-Part 1 Key Control • Background of Central Security • What is a DAC and what are their duties? • How to read a key • Key Hierarchy • How to order an office key • Record keeping for issued keys • How to request other locksmith services • Troubleshooting DEPARTMENT OF CENTRAL SECURITY

3. DCS Services • Technical Services • Business Services • Security ID Badge • Access Services • Locksmith Services DEPARTMENT OF CENTRAL SECURITY

4. Department Access Coordinator Duties • Orders and issues all department keys • Makes all card access requests and clearance levels through cardkey@umn.edu • Maintains accurate records of all access control activities • Authorize after hours locksmith/access control services • Prompts recovery of University Keys from Personnel who are terminated or transferred to another department • Returns unassigned keys in a timely and secure manner • Report any changes in your status or other Access Coordinators status. • Report stolen keys to UMPD and Department of Central Security • Report lost keys to Department of Central Security NOTE: Sharing U of M username and passwords is a breach in OIT Security’s policy. Central Security will report departments that violate this policy. DEPARTMENT OF CENTRAL SECURITY

5. How to Read a Key BUILDING NUMBER – KEY CODE ***In the above example it would be 299-A1 DEPARTMENT OF CENTRAL SECURITY

6. KeyMark/MedecoKeys Code Series Key Code Copy No. CODE SERIES-KEY CODE ***In the above example it would be 1001-J10 DEPARTMENT OF CENTRAL SECURITY

7. Exterior Door Keys(for non-card reader doors) Key Code Copy # OSD – KEY CODE ***In the above example it would be OSD-299.3 DEPARTMENT OF CENTRAL SECURITY

8. Key Hierarchy • Grandmaster • opens every room in a building • Master • opens any room in a specific department • Sub master • opens a group of doors (ex. labs, classrooms) • Operating • opens a single door/office DEPARTMENT OF CENTRAL SECURITY

9. GM A B AG A1 A2 BN BL AG1 BN1 BL1 AG2 BN2 BL2 BL3 DEPARTMENT OF CENTRAL SECURITY

10. How to Order a Key DEPARTMENT OF CENTRAL SECURITY

11. Ordering a Key Online • Determine what key is needed • Go to Central Security’s Website www.umn.edu/dcs • Click on “Online Key Request” DEPARTMENT OF CENTRAL SECURITY

12. ***If you have trouble with your username and/or password, contact the FM Call Center at 4-2900. DEPARTMENT OF CENTRAL SECURITY

13. Click on “Key Request” DEPARTMENT OF CENTRAL SECURITY

14. Account # = 780101 Leave the Floor and Room fields BLANK Continue Button DEPARTMENT OF CENTRAL SECURITY

15. 1. Verify all of your information is correct. 2. Click the “Submit” button when ready to place the order! DEPARTMENT OF CENTRAL SECURITY

16. Recommendation: Print this page or write down the KR# DEPARTMENT OF CENTRAL SECURITY

17. Exercise 1 Scenario: You need to order three different keys for your department (examples of keys will be provided to you). Using the online key request form, place an order for one copy of each key. Use your department’s following information: Username: dcstudent1 Password:password Account Number: Fund: 1100 Dept ID: 11111 Account: 780101 Program: 20000 Site:01 Building:192 (be careful with this!) DEPARTMENT OF CENTRAL SECURITY

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19. Record Keeping For Issued Keys DEPARTMENT OF CENTRAL SECURITY

20. Records should include the following: • The person the key is issued to • The date issued to holder • The key code • The copy number • The return date of the key DEPARTMENT OF CENTRAL SECURITY

21. Additional suggestions for record keeping: • The date issued to DAC from district office • The date DAC returned keys to key shop • Signature or initials of holder • Purpose of the key (room numbers) DEPARTMENT OF CENTRAL SECURITY

22. Record Keeping Example DEPARTMENT OF CENTRAL SECURITY

23. Requesting Other Locksmith Services • Rekeys • Replace bad cores • Keys stuck in locks • Unlock doors • Padlocks • Cabinet keys **These requests can be entered in the comments area of a key request. DEPARTMENT OF CENTRAL SECURITY

24. How to Order a Cabinet Key DEPARTMENT OF CENTRAL SECURITY

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26. Exercise 2 Scenario: You need to order two cabinet keys for your overhead bin. The key code provided on the lock is FR327. The brand of the cabinet lock is Chicago. Fill out the online key request form. Here is your department’s information: Username: dcstudent1 Password:password Account Number: Fund: 1100 Dept ID: 11111 Account: 780101 Program: 20000 Site:01 Building:192 DEPARTMENT OF CENTRAL SECURITY

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28. How to Request a Rekey of a Lock (also called a CORE request) DEPARTMENT OF CENTRAL SECURITY

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30. Exercise 3 Scenario: Your department would like room 307 re-keyed to the next available key number. You would also like to have five keys made for the new lock. Fill out the online key request form. Here is your department’s information: Username: dcstudent1 Password:password Account Number: Fund: 1100 Dept ID: 11111 Account: 780101 Program: 20000 Site:01 Building:192 DEPARTMENT OF CENTRAL SECURITY

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32. The Request Process • An order is placed by the DAC • The order is reviewed and processed • The order is reviewed again by Central Security’s locksmiths • The order is completed • The keys are delivered to the district office • The keys are recorded & issued DEPARTMENT OF CENTRAL SECURITY

33. Troubleshooting DEPARTMENT OF CENTRAL SECURITY

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35. OR call Central Security at 624-1750 DEPARTMENT OF CENTRAL SECURITY

36. QUESTIONS ON KEY CONTROL? DEPARTMENT OF CENTRAL SECURITY

37. CARD ACCESS Training For End Users Of The Hard-Wired Card-Access System DEPARTMENT OF CENTRAL SECURITY

38. Agenda Part II-Card Access • Service Offerings • The U Card • Reader status lights • Reader Technology • Door Schedules • Clearance Codes • Access Requests • Troubleshooting • Hardware Repairs DEPARTMENT OF CENTRAL SECURITY

39. Access Services SERVICE OFFERINGS • 24-Hour turnaround on routine personnel additions, changes and deletions • Immediate response for emergency requests • Call Front Desk at 4-1750 • Call PSECC at 4-1750 or 6-3680 for after hours • Automated unlocking for daily business hours and special events • Preventative maintenance and repair • Call Front Desk at 4-1750 • 24-Hour repair availability • For after hours, contact BSAC at 5-0011 DEPARTMENT OF CENTRAL SECURITY

40. The UCard Information needed in email sent to cardkey@umn.edu: • U Card Number (Required) • Last/First Name (Required) • Staff/Student ID (Optional) • Smart Card # (Required for smart cards, 5 or 6 digit #) DEPARTMENT OF CENTRAL SECURITY

41. The Reader Amber (Center) Light • Indicates door is in LOCKED MODE DEPARTMENT OF CENTRAL SECURITY

42. The Reader Green (Bottom) Light • A slow flash indicates door is in UNLOCKED MODE • A quick flash when card is swiped/waved indicates ACCESS GRANTED DEPARTMENT OF CENTRAL SECURITY

43. The Reader Red (Top) Light • A quick flash when card is swiped/waved indicates ACCESS DENIED (not authorized, unknown card, worn/damaged card) • Flashing or Constant red light without card swipe/wave indicates READER ERROR (or no lights) DEPARTMENT OF CENTRAL SECURITY

44. The Reader All Lights • All lights flashing indicates a door propped open or forced open (without card swipe) DEPARTMENT OF CENTRAL SECURITY

45. Reader Technology RM Readers Wireless magnetic stripe, proximity, HID and multi-technology DEPARTMENT OF CENTRAL SECURITY

46. Door Schedules • Create an automated unlock schedule for your main entrance, office doors & elevator floors. • Customize a schedule by specific hours of day, days of week, & University holidays • Request special hours as needed for upcoming evening or weekend events DEPARTMENT OF CENTRAL SECURITY

47. After Hours Unlock Program • Expanded service implemented Sept. 21st, 2012 to meet our customer needs. • Emergency after hours unlock events occur between 4pm to 7am M-F and 24/7 on weekends. • Procedure for after hours emergency requests: • Caller must be a pre-authorized primary or secondary DAC • DAC required to send an email OR provide their password and budget number • Budget number must be previously listed in Central Security’s records. • Request is processed • Processing fee will be applied ($80/hr) • Central Security sends a confirming email to the DAC describing the request that was completed • DAC responds to email confirming the request DEPARTMENT OF CENTRAL SECURITY

48. Clearance Codes • Create custom access for groups or individuals • Provide access to all readers within your area or selected readers only • Create 24-hour access or limited access by specific hours of day and days of week DEPARTMENT OF CENTRAL SECURITY

49. Access Requests All email requests to Cardkey@umn.edu Required Information • U Card Number • Smart Card # • Student/Staff Name • Clearance Code (doors/times) Optional Information • Staff/Student ID Number • Activation/Expiration Dates Types Of Requests • Additions • Deletions • Card Replacements • Temporary Card Assignments Emergency/Rush Requests also require a call to Central Security at 624-1750 After hours requests, contact PSECC at 624-1750 or 626-3680 ***Email confirmation sent when request has been completed*** DEPARTMENT OF CENTRAL SECURITY

50. Card Troubleshooting DEPARTMENT OF CENTRAL SECURITY