Access Control for Administrative Service Officer (ASO) or designated Administrative Assistant (AA)

1. Access Control for Administrative Service Officer (ASO) or designated Administrative Assistant (AA) Processes, Procedures And A Step By Step Guide Of Access Control Issues

2. Agenda • This training module is provided to assist Administrative Service Officer (ASO) or designated Administrative Assistant (AA) or other administrative position in understanding the UTSA procedures for the web-based Card Access Request Form and the University Police Access Request for Mechanical Key Form to facilitate access to doors, labs or studios throughout the UTSA tri-campuses. • Contents: • Introduction • Web Page • E-Mail Confirmation/Completion Date Estimate • Request Processing • Mechanical Keys • DSX Operation • What’s New (for ASO’s previously trained. Update for Fall 2006) • Conclusion Click Here!

3. Introduction • Card Access Request Form • This form is used for access request for studios/labs with DSX or Locknetics systems. • This form sends in requests to the Access Control Center for 10 or less individuals. • This form is used to grant access to Teaching Assistants, Faculty, staff, lab assistants. • Students who have registered for a class that are assigned to a studio/lab with DSX or Locknetics will be downloaded to the Access Control Center through Banner ID system. • Access Control Center staff will update each studios/labs every Monday, Wednesday and Friday depending on work load. • This form can be used to add students on an individual basis deemed necessary by the professor assigned to the studio/lab with the proper approval. • For large files of names (more than 50), please contact the Access Control Center at 210.458.7144 or accenter@utsa.edu for further instructions.

4. Web Page The Card Access Request Form is available on the following web pages: www.utsa.edu/utsapd The “FAST LINKS” section on the left hand side or www.utsa.edu/utsapd/access Includes other important Access Control information and instructions

5. Click Here Click Here

6. Click Here Click Here

8. Select ONE building from drop down menu

9. Select room from drop down menu

10. Enter requestor’s name, e-mail address & phone (This would be yours as an ASO)

11. Select your department

12. Enter all information requested (last name, first name, and banner ID)

13. Using the drop down menu, indicate add or delete and university status (Fac/Staff/TA or Student

14. When using this form, please do not use titles (Dr., Mr., Mrs.), suffixes (PhD, Jr, III), or middle names.  Use last name and first name ONLY with no punctuation marks.  Use only numbers in the Banner ID# field.  Replace the "@" sign with a zero "0".  Banner ID field must have nine numbers. NOTE!

20. Don’t forget to use the drop down menu to indicate add or delete and university status. Failure to provide the information may cause delays in processing the request.

21. Click to submit to Access Control

23. E-mail Confirmation • You will be sent an e-mail confirming that your request has been sent to the Access Control Center. • This is NOT an e-mail confirming that the request has been completed and that faculty, staff or students have been granted access. • You will receive an additional follow-up e-mail providing an estimated date for the completion of your access request.

24. This is a sample e-mail that you will receive confirming that your request has been sent to the Access Control Center.

25. Request Processing • We understand how important your access control request is and will work diligently to ensure that each request is done properly and quickly as possible. • We strive to process requests within a few days of submittal; however, depending on work load, it may take longer than that. • You will receive an additional follow-up e-mail providing an estimated date for the completion of your access request. • Submitting the same request multiple times slows down the process…please be patient. • For large files of names (more than 50), please contact the Access Control Center at 210.458.7144 or accenter@utsa.edu for further instructions. • Processing Confirmation:ASO’s/designated AA’s who send in Access Card Request Forms will be notified via e-mail: • that the Access Control Center has received the request, • an estimated date of completion, • and when the request has been completed.

26. Mechanical Keys • Keys may be requested only by the appropriate administrative head of an academic or administrative department. The University Police Access Request for Mechanical Key Form is to be used and signature approved.(NOTE: Form must have original signatures. Faxed copies are NOT acceptable.) • The UTSA employee will pick up the key from the Access Control Center in the Multidisciplinary Studies building, room MS 1.01.14B and sign a key receipt. • See HOP Chapter 8 Section 4 (Keys to University Facilities) • Processing Confirmation:ASO’s/designated AA’s who send in University Police Access Request for Mechanical Key Form will be notified via e-mail: • that the Access Control Center has received the request, • an estimated date for the completion of your request, • and when the request has been completed.

27. Click Here Click Here

29. This is an interactive PDF file. Enter your data, print, and have appropriate official sign. Then send to Access Control Center at the Multidisciplinary Studies building, room MS 1.01.14B

31. DSX Access Control • The UTSA Electronic Card Access System is designed to provide access control to campus buildings without the need for staff to manually lock and unlock perimeter exits. It can also provide access control to building offices, computer labs and high-security areas.

32. DSX Access Control (Continued) • Currently, the DSX Access Control System is used at the following locations: • 1604 • Chaparral Village (Neighborhood and City Centers, gates) • Child Development Center (all) • Bioscience Building Labs ( certain interior) • Bioscience Engineering Building (all) • John Peace Library (certain interior) • Main Building (all) • Margaret Batts Tobin Laboratory (all) • Recreation and Wellness Center (all) • Roadrunner Café (all) • University Heights (certain interior and exterior) • Downtown • Monterey Building (certain interior and exterior) • Urban Loop Studios (exterior) • ITC (certain exterior)

33. DSX Access Control (Continued) • How Does It Work? • Hardware is installed on each door identified to be equipped with electronic access control (either card swipe, proximity cards, PIN pads, or a combination of these) • Software is controlled through the Police Department to program the hardware into identifiable locations • The Access Control Center receives requests from each department identifying personnel requiring access to those areas • Personnel information (name, banner number, department, access level) is entered into the database to allow individuals access into approved areas • Doors can be programmed to unlock and lock at scheduled days and times • Additional hardware can be added to allow specific locking functions such as “swipe-to-open/double-swipe-to-unlock/third-swipe-to-lock”

34. DSX Access Control (Continued) • What Can Be Programmed? • Individual access to specific buildings, offices, workrooms, etc. • Access by certain individuals on specified days or times • Temporary access for a specified period of time • Known ending dates of employment • Access to groups of doors can be added for senior administrators and other personnel granted access into several areas. • Doors can be scheduled to open/close at specified times and days • Doors can be scheduled to remain secure on university holidays or other specified days • Doors can be manually opened/secured from Police Dispatch. • Doors can be manually opened for a single person to enter, but remain secure • Doors (with non-magnetic, electronic hardware) are programmed to remain secure upon power outage

35. DSX Access Control (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. • In most cases (as in the exterior doors to a building) this access is 24-hours a day, seven days a week. Certain rules and exceptions may apply on a case-by-case basis.

36. DSX Access Control (Continued) • To request access for individuals or groups the following information is needed: • First Name and Last Name • Division/Department • If this is a temporary request: • Start Date (MM/DD/YYYY hh:mm) • End Date (MM/DD/YYYY) • Banner Number (DO NOT include @ or preceding “0”’s) • Specific Room Number for Access (please put each room on a separate line) • If Specific Times/Day access is to be granted please provide this information • Use the Card Access Request Form to send in requests for 10 or less individuals. • For large files of names (more than 50), please contact the Access Control Center at 210.458.7144 or accenter@utsa.edu for further instructions.

37. What’s New (for ASO’s previously trained) • Card Access Request Form Update (Slide #3) • Students registered for a class will be downloaded through Banner. (Monday, Wednesday and Friday) • Use the Card Access Request Form grant access to Teaching Assistants, Faculty, staff, lab assistants. • This form can be used to add students who need quick access. • Drop Down Menu on Card Access Request Form (Slide #8) • You may Select ONE building from the drop down menu on the Card Access Request Form. Each room requires the completion of a separate Card Access Request Form. • Buildings listed are on the 1604 and Downtown campuses • Drop Down Menu for Room Selection (Slide #9) • A drop down menu of room numbers has been added to the request form to make it easier to select the room number for DSX or Locknetics access • Drop Down Menu for University Status Selection (Slide #13) • A drop down menu of fields to indicate the university status of users such as faculty or student has been added • Faculty/Staff/Teaching Assistant will remain in the system until Access Control Center has been notified otherwise. Students will be removed at the end of each semester

38. What’s New (for ASO’s previously trained) • Processing Confirmation (Slide #22) • ASO’s/designated AA’s who send in Access Card Request Forms will be notified via e-mail that the Access Control Center has received the request, an estimated date of completion and when the request has been completed. • More Information on Mechanical Keys (Slide #23) • Form must have original signatures. Faxed copies are NOT acceptable. • Interactive PDF form for University Police Access Request for Mechanical Key Form (Slide #26 & 27) • The form is now an interactive PDF file. Enter your data, print, and have appropriate official sign. • DSX Information (Slides #28 to 33) • These slides contain information on DSX locations, programming issues and how to request access.

39. Processing Confirmation: ASO’s/designated AA’s who send in Access Card Request Forms or University Police Access Request for Mechanical Key Form will be notified via e-mail: • that the Access Control Center has received the request, • an estimated date of completion, • and when the request has been completed.

40. Access Control Center Staff Access Control Center Information Line 458.7144 accenter@utsa.edu Jim Keienburg(Access Control Manager) Pat Harborth (Administrative Assistant) Henry Verde (Locksmith) Brandy Menard(Access Control Assistant) Michael Steabman (Access Control Assistant)

41. Conclusion • All this information and more is on the UTSA-PD Access Control Center Web site at www.utsa.edu/access • We are here to assist you in your Access Control needs • Access Control Center is located at MS 1.01.14B

42. Any Questions? Contact the Access Control Center at 458.7144 or at accenter@utsa.edu