Access Services Training for New Faculty and Staff

1. Access Services Training for New Faculty and Staff Processes, Procedures And A Step By Step Guide For Access

2. Introduction • This training module is provided to assist new faculty and staff in understanding the UTSA access procedures and processes and to offer a step by step guide to gaining access to doors, labs or studios throughout the UTSA tri-campuses. • Contents: • Definitions • Access Services Staff • How to Find the Access Services • UTSA Policy on Access • Procedures for Obtaining Keys • Procedures for Replacement Keys • What You Need to Know • Operations of LockneticsTM Equipped Rooms • Operations of DSXTM Equipped Rooms • Conclusion

3. Definitions • General Classrooms- Classrooms which are not used by one specific department and do not have any special purpose and/or equipment. These rooms are unlocked at 6:30 AM and remain unlocked until the last class has ended on scheduled class days, not including weekends. • Labs/Studios- Rooms that are designated for a specific department and are for specialized purposes such as experiments, research and projects. Rooms can also be designated labs/studios because of specialized equipment or regulated requirements to keep the room secure when not in use. These rooms remain locked 24 hours a day and can only be accessed with the authorized individuals Banner card.

4. Definitions (Continued) • Classroom Access cards- Are white with blue lettering with the words Classroom Access and have the outline of a key on the front of the card. This card coupled with the issued PIN number is used for access into general classrooms on weekends and after hours. Access cards and PIN numbers are obtained through the college/department/division administrative offices. • Banner ID cards- Identification cards issued to every affiliated individual on campus through the UTSA Card Office.

5. Definitions (Continued) • Locknetics- A card reader access system that is currently mounted on the door of more than 600 doors across the 1604 and Downtown campus. Each Locknetics unit is an individual unit and must be programmed as an individual unit. • An access card with the department's PIN Code can be used to access general classroom doors controlled by Locknetics. An authorized Banner ID card is required to access Locknetics units equipped on a lab/studio or office door.

6. Definitions (Continued) • DSX- A card reader access system that is mounted on the wall next to the door. DSX is a much more sophisticated system than Locknetics and is controlled, monitored and programmed from designated secured computers. • DSX is equipped on both general classrooms and labs.

7. Is it Locknetics or DSX? Locknetics Units DSX Units

8. Access ServicesStaff Access ServicesInformation Line 458.6486 accenter@utsa.edu William Lowak(Access Services Assistant l ) Tomas Fuentes(Sr. Locksmith) Valentino DeLeon(Access Services Assistant l ) Helen White(Administrative Assistant)

9. UTSA Policy on Access • Issuance and maintenance of keys is from Chapter 8 of the Handbook of Operating Procedures (8.4 Keys and UTSA Card Access to University Facilities) • Keys to the University of Texas (UTSA) buildings, offices and other facilities shall be issued to an employee upon authorization by the appropriate administrative official. • Access Services shall have immediate responsibility for maintaining records and for handling all campus keys.

10. UTSA Policy on Access (Continued) • Keys to UTSA buildings will be issued only to persons who affiliated with The University of Texas at San Antonio. Keys are issued and entrusted to UTSA affiliates in accordance with the following guidelines: • Keys will not be used by any person who is not an affiliate of UTSA or facility occupant. • Keys may only be obtained at Access Services. University employees are prohibited from duplicating a university key.

11. UTSA Policy on Access (Continued) • Affiliates will promptly report verbally, with immediate follow-up in writing, to their immediate supervisor and to the Access Services any loss of a key or any violation of these guidelines. Loss of a key may require a funded UTSA key request completed on a University Police Access Request for Mechanical Keys Form and also requires the notification of the lost or stolen key to the UTSA Police Department for documentation. • Affiliates in possession of a University issued key will not permit such key to be out of their personal possession at any time.

12. Procedures for Obtaining Keys • Keys to be assigned to affiliates may be requested only by the appropriate administrative head of an academic or administrative department. The University Police Access Request for Mechanical Keys Formis to be used to certify that the person for whom a key is requested is a UTSA affiliates. (NOTE: Form must have original signature. The mechanical key request form is located at the www.utsa.edu/utsapd site under “Access Control”) • Key request approval authority is as follows: • Individual room key - Department Director • Division Master Keys - Dean of appropriate college • Building Master Keys - VPBA or Provost • Campus Master (GGM) - VPBA

13. Procedures for Obtaining Keys (Continued) • The UTSA 1604 Campus affiliate for whom a key has been ordered will pick up the key from Access Services located in the Bosque Street building, room 1.200 and sign a key receipt. Photo Identification is required. • If an affiliate is physically unable to appear at the Access Services, arrangements may be made with Access Services personnel to personally deliver the key and obtain the signature on the key receipt. • Persons other than the affiliate to whom the key is issued will not be allowed to pick up the key.

14. Procedures for Obtaining Keys (Continued) • The UTSA Downtown Campus and ITC affiliate for whom a key has been ordered will pick up the key from the UTSA Downtown Police Administration office, room BV 1.303. • Access Services will attempt to issue keys as quickly as possible; however, immediate service cannot be guaranteed during certain times of the academic year. Request keys as soon as possible when moving into a new office.

15. Procedures for Obtaining Keys (Continued) For access to Locknetics or DSX classrooms, labs, studios: • Access for affiliates may be requested only by the appropriate administrative head of an academic department/college and/or by the Administrative Service Officer (ASO) or designated Administrative Assistant (AA) • ASO’s/designated AA’s are the department/college custodians of the card access request forms and will certify that the person for whom access is requested is an authorized and approved UTSA affiliates.

16. Procedures for Replacement Keys • When an affiliate leaves UTSA employment, or when a key is returned for any reason, the affiliate to whom the key was issued shall return the key (or keys) to the Access Services prior to leaving the campus. • Separation processing forms will not be released until all keys have been returned. If keys are lost or missing, a funded work request to re-key all cylinders and to issue new keys must be received (prior to release of clearance forms) from the affiliate's department or college in order to ensure the security in the area where the lost or missing keys operated.

17. Procedures for Replacement Keys (Continued) • Whenever a key is lost and the Access Services has been notified as required, the involved locks must be re-keyed and new keys issued as soon as possible to return security to the area. A funded key request will be completed on the University Police Access Request for Mechanical Keys Form and include the required UTPD report number. This form must be forwarded to the Access Control Center without undue delay. • Keys are not transferable from one employee to another without being properly transferred by Access Services. • Keys are not to be sent through campus or postal mail.

18. What You Need to Know • Buildings • Most academic buildings are unlocked 24 hours a day • Generally, you will not need a key to access most academic buildings • General Classrooms • See Definitions on page 3 • These rooms are unlocked from 6:30 AM until the last class has concluded on a scheduled class day, not including weekends. • Doors are controlled by either Locknetics or DSX

19. What You Need to Know (Continued) • Labs/Studios • See Definitions on page 3 • These rooms remain locked 24 hours a day and can only be accessed by authorized individuals using their UTSA ID card. • Doors are controlled by either Locknetics or DSX

20. Operations of Locknetics Rooms • All General Classrooms at both the 1604 and DTC campuses fitted with Locknetics door locks are programmed to automatically open before the first class of the day (6:30 AM) and remain open until the last class of the day has concluded on weekdays. • After the last class, the Locknetics will automatically lock and remain locked until the next class the following day. • During the standard class day no special keys or cards are needed to enter the general classroom. General Classrooms have equipment which is either locked with security locking devices on the item and/or alarmed

21. Operations of Locknetics Rooms (Continued) After hours access • For faculty or staff needing access to General Classrooms after hours when the general classrooms are locked, access may be gained by using the “Classroom Access card” and assigned PIN number issued through the individual faculty or staff member’s academic department (ASO’s/designated AA’s). • PIN numbers are valid through an academic year unless a change before then is deemed necessary. • New PIN numbers are issued annually to a faculty or staff member through the academic department.

22. Operations of Locknetics Rooms (Continued) After hours access (Continued) • To enter a locked classroom swipe the “Classroom Access card” through the Locknetics card reader and then enter your assigned pin number using the number pad on the front of the Locknetics lock. • Once the door opens, it will remain unlocked. Classrooms in the Main Building are card swipe only (no PIN number). • To re-lock the door simply, repeat the process by swiping the “Classroom Access card” and entering your PIN number. • Note: As a safety feature Locknetics equipped classroom doors can always be opened from the inside. • Due to fire safety regulations and security policy, doors may not be “wedged” or “propped” open.

23. Operations of Locknetics Rooms (Continued) Studios and Labs • Studios and labs remain locked at all times and are restricted to specific faculty, staff and students. • The Locknetics lock for each lab is programmed using the Banner class student roster for the lab. • Faculty and staff are programmed into the lock based on an access authorization list provided to the Access Services by the department head or authorized Admin head responsible for the lab. • Access to teaching labs is gained by using the UTSA ID card issued faculty, students and staff. • To enter a locked laboratory swipe the UTSA ID card through the Locknetics card reader. • Once the door opens, it will re-lock when the door closes.

24. Operation of DSX Rooms (Continued) • Once a person has been given access to a certain area then all that is required is an appropriate card swipe at that location and the person should be granted access into that area. • With the most common card readers used in our DSX System this means the magnetic stripe will be on the right side when the card is swiped through the reader.

25. Contingency Procedures • Lock Failure – To report a door lock that does not work or won’t open: • During Business Hours: (Monday through Friday 8:00AM to 5:00PM) • General Classrooms: contact your division/college ASO’s/designated AA’s • Studios/Labs: contact the Access Services at 458-6486 or 458-6855 • After Business Hours: • Contact the UTSA Police Department at 458-4242 • (PLEASE NOTE: The UTSAPD will try to accommodate most requests; however, The UTSAPD Dispatcher does not have authorization lists for most studios or labs. Please contact Access Services for assistance in pre-planning emergency contingencies for your area) • Lost Cards: Classroom Access card – contact your academic department for a replacement (no cost). • UTSA ID Card – contact the UTSA ID Card Center ($10.00 replacement fee).

26. Frequently Asked Questions • How does the DSX System work? • Once a person has been given access to a certain area then all that is required is an appropriate card swipe at that location and the person should be granted access into that area. With the most common card readers used in our DSX System this means the magnetic stripe will be on the right side when the card is swiped through the reader. • I am a professor and I need to add a TA to my lab. How do I do that? • Administrative Service Officer (ASO) or designated Administrative Assistant (AA) are the department/college custodians of the Card Access Request Form and will certify that the person for whom access is requested is authorized and will process the necessary forms.

27. Frequently Asked Questions (Continued) • When do I get my key for my office? • Make sure that your department/college ASO’s/designated AA’s has submitted the key request. • We can not guarantee a specific time period. • Submitting the same request multiple times slows down the process…please be patient. • Your ASO’s/designated AA’s will receive an e-mail from Access Services when your key is ready to be picked up. • Where do I pick up my key? • The Access Control Center is located in the Bosque Street Building suite 1.200. • Your ASO’s/designated AA’s will receive an e-mail from Access Services when you key is ready to be picked up.

28. Conclusion • All this information and more is on the UTSA-PD Access Services Web site at www.utsa.edu/access • We are here to assist you with your Access Control needs • Access Services is located at Bosque Street Building Suite 1.200

29. Any Questions? Contact the Access Control Center at 458.6486 or at accenter@utsa.edu