ACCESS CARD KEY POLICY AND PROCEDURES

The Agricultural Research CenterACCESS CARD KEYPOLICY AND PROCEDURES2004

AGRICULTURAL RESEARCH CENTER~Card Key Access Policies and Procedures~School of Agricultural & Environmental Sciences - Alabama Agricultural & Mechanical UniversityNormal, AlabamaIssuance of University Card Key Access Control to the Agricultural Research CenterLaboratoryThe main entrance to the Agricultural Research Center is open to the public Monday -Friday, 7:30 am -5:00 pm. You will need a card key to gain entry during all other times.You will need to use a card key to enter laboratories at all times.Not all exterior doors are after-hours access points -only those doors outfitted with a card keyreader.In order to enter a door using a card key, look for a small gray, rectangular card reader nextto the door. This reader has three lights on the face of the unit. Place your access card withinfour inches of the reader to activate it. The reader will emit a beep. If your card has beenprogrammed to allow access through that door at that time, a green light will appear on thereader's face. Once the green light turns on, the door will unlock for five seconds.OBJECTIVE:Card Key Access entrance into the building and laboratories is designed to provide adequatebuilding security for persons and property, to assure appropriate access to work areas byemployees in the Agricultural Research Center, School of Agricultural and EnvironmentalSciences (SAES) and to allow unrestricted access by University Police and selectedmaintenance personnel to all areas for reasons of security, safety, and health. All otherissuance of card keys is based upon current University Policy and Procedures.CARD KEY ACCESS LEVELS/REQUIRED AUTHORIZATIONS1. Building Master Key: Provides access to all spaces within the Agricultural ResearchCenter. The issuance of this key is restricted to persons authorized by the DepartmentChairperson, Research Director, and the Dean in conjunction with the Director ofPhysical Facilities.2. Building Sub-Master Key: Provides access to a group of rooms within a departmentor building. Authorization for this key will be determined by the Dean, ResearchDirector or Department Chair.3. Pass-Key: Provides access to a single room/office/door/etc. within an individualbuilding. Authorization is granted by the Dean, Research Director or DepartmentChair.SAES 2004 - 1 -

AGRICULTURAL RESEARCH CENTER~Card Key Access Policies and Procedures~School of Agricultural & Environmental Sciences - Alabama Agricultural & Mechanical UniversityNormal, AlabamaKEY POLICY BASICS1. All employees will be assured access to their workspace. As card key holders,individuals will assume responsibility for the safekeeping and eventual return ofaccess card keys.2. Card keys will not normally be issued to undergraduate students or studentemployees, except as provided for by the Dean, Research Director or DepartmentChair, who may authorize temporary card key access to a student employee within adepartment, and will assume full responsibility for the card key's use.3. Lost or stolen card keys will not be replaced until a written report has been filed withboth the Research Office and the University Police.CHARGEABLE/NON-CHARGEABLE CARD KEY ISSUES1. Original card key issued to an employee is not chargeable.2. Broken or worn card keys will be replaced without charge. Original access card keyparts must be returned to the Research Office, SAES.3. Replacement of lost/stolen card keys or failure to return assigned card keys will resultin charges to the person identified as the card key assignee. The followingreplacement costs for various levels will prevail:Individual Access Card Key $25.00Building Sub-Master Access Card Key $100.00Building Master Access Card Key $200.004. Students who fail to return card keys will be subject to the same restrictions andpenalties as students who fail to honor their financial obligations to the University.An invoice will be processed with the Business Office for the appropriate amount asstated above.ACCESS CARD KEY ISSUANCE1. All employees will be issued card keys as needed to access office and/or work areas.2. All requests must be submitted in writing on a CARD KEY REQUEST FORM.Authorized signatures of immediate supervisors and Department Chair must be on theform as required.3. The employee who is being assigned the card key should pick-up the card key. Theywill be required to present proper ID in order to obtain the card key.SAES 2004 - 2 -

AGRICULTURAL RESEARCH CENTER~Card Key Access Policies and Procedures~School of Agricultural & Environmental Sciences - Alabama Agricultural & Mechanical UniversityNormal, Alabama4. If a card key recipient wishes to make changes to their card key access privileges,they must obtain written approval via signature.5. Only one card key may be active for an individual at a time.6. If a card key is lost or stolen, please notify the Research Director's Office SAES assoon as possible so that the card key can be deactivated. Please do so even if there isa chance the card will be found. It is easy to reactivate a card that turns up later.7. If your card does not work when it is suppose to, please inform the ResearchDirector's Office SAES of your access difficulties as soon as possible.8. Do not PUNCH HOLES in the card. This will render the card key inoperable.9. Do not write on or affix anything to the card key. These card keys are meant to be reusedby others in the future.10. Do not wash the card key, as this might demagnetize the key and the card key willhave to be reissued.11. All card keys issued through this authorization process are considered property of theUniversity.12. Card keys are not to be left unattended on desks, in door locks, or carried in such amanner as to be susceptible to loss or theft.13. When faculty, staff, or students leave a building after hours, the exterior door lockmust be set to prevent unauthorized access. If the door does not close or lockproperly, notify the University Police (5555).14. Do not prop doors open for an extended period of time, as this will activate a securityalert.15. Card key requests should be made before 3:00 p.m. Monday through Friday to ensurethat they will be ready the following business day.SAES 2004 - 3 -

AGRICULTURAL RESEARCH CENTER~Card Key Access Policies and Procedures~School of Agricultural & Environmental Sciences - Alabama Agricultural & Mechanical UniversityNormal, AlabamaCARD KEY RETURN ISSUESCard keys are to be returned when an employee terminates campus employment,retires, transfers, or changes room assignments. A CARD KEY RETURN FORM iscompleted, signed and submitted to the Research Office along with the returned cardkeys.CARD KEY TRANSACTIONS AND FORMSCard Key Request FormRequests for card keys are submitted in writing on the CARD KEY REQUESTFORM. Forms may be obtained from the http://saes.aamu.edu/Research/agresearch.html site. After the form has been completed and the appropriatesignatures of authorization obtained, the form is sent to the Research Office for finalapproval and card key issuance.Card Key Return FormReturn of university card keys is documented by completing the CARD KEYRETURN FORM. Employees transferring department, moving to a newoffice/workspace or leaving the University will record card keys returned and sign theform. The form will then be verified by the Supervisor, and Department Chair andthe form, along with the card keys, will be brought to the Research Office forverification of records and restocking.No Duplication or Unauthorized Transferring of Card KeysNo person may duplicate a university card key or request unauthorized duplication ofa card key. No person may transfer any university card key from an individualentrusted with the card keys possession to an unauthorized person, or be inunauthorized possession of a university card key. Card keys in the possession of anunauthorized person may be confiscated. No person shall replace without properpermission, damage, tamper with or vandalized a university lock or security device.SAES 2004 - 4 -