Procedure 900: Access Control

Category: Facilities
Covered Individuals: All CEI Employees
Approved: 2020-07-07

900.1 Purpose

To enhance security in its buildings, the College of Eastern Idaho (CEI) controls access to all buildings by limiting and controlling the use and function of access cards and keys issued to all faculty, staff, students, contractors, and outside vendors.

900.2 Scope

This procedure applies to all faculty, staff, students, contractors, and vendors with respect to access to CEI operated facilities and property. This includes the following locations:

1. Idaho Falls Main Campus
2. Yellowstone Training Center
3. Rexburg Training Center
4. Driggs Training Center
5. Salmon Training Center

The Facilities and Operations Office will assign an Access Control Point of Contact (POC) who will act as the primary individual for issuing and tracking controlled keys and access cards.

This procedure does not apply to incidental keys (i.e. pad locks, desks, file cabinets, electrical panels).

900.3 General Access

Academic and Administrative Buildings

Access to academic and administrative buildings outside of normal business hours is limited to faculty, staff, students, and contractors who have been granted authorized access to specific areas in accordance with section 4.

900.4 Access Cards and Keys

The Facilities and Operations Office will issue and track all controlled keys and access cards. All personnel requesting keys and/or access cards must complete an Access Card and Facility Key Request Form and have it approved by their immediate supervisor and the approval authority listed below:

Approval Authority for access cards and keys

The following positions have approval authority:

1. Director – Facilities and Operations (Primary)
2. Vice-President of Finance and Administration (Back-up)

Note: The Access Card and Facility Key Request Form is available online at the CEI Hub under the Miscellaneous Forms tab.

Completed forms shall be submitted to the Facilities and Operations Office, which will provide the individual with key(s) and/or access card(s) and update the access control database.

Master Keys

Master keys will access the majority of the rooms on the main campus. Master keys may only be issued to the following positions or as approved by the Director of Facilities & Operations for individuals with a clear business need. Note: Currently there are two different master keys for different areas of the Idaho Falls Campus. The applicable master key(s) will be assigned as necessary based on access needs.

• President
• Executive Liaison
• Vice President of Finance and Administration
• Executive Assistant to Vice President of Finance and Administration
• Vice President of Instruction and Student Affairs
• Executive Assistant to Vice President of Instruction and Student Affairs
• Executive Director – Workforce Training and Continuing Education
• Director – Facilities and Operations
• Maintenance Craftsman
• Custodians
• Campus Security
• Recruiting Office
• Deans
• Access Control POC
• WTCE Operations Manager
• IT Help Desk

Master key(s) may be checked out on a daily or weekly basis as need to support various tasks (i.e. inventory). A completed Access Card and Facility Key Request Form must be given to the Facilities and Operations Office when picking up the key.

Restricted Access Areas
Restricted access areas require an additional level of control and cannot be accessed by a master key. Only the following positions are allowed keys to specific restricted areas:

A. Human Resources Suite

• Executive Director – Human Resources
• Human Recourses Staff
• Director – Facilities & Operations

B. Human Resources File Room

• Executive Director – Human Resources
• Human Resources Staff

C. Key Room (Building 4)

• Director – Facilities & Operations
• Maintenance Foreman
• Access Control POC

D. IT Server Rooms

• Director – Network & Security
• IT Staff
• Director – Facilities & Operations

E. Maintenance Shop

• Director – Facilities & Operations
• Maintenance Staff
• Custodial Staff

F. Records Storage Room (Rm 114)

• Director – Facilities & Operations
• Maintenance Staff
• Student Affairs (Lock Box)

G. Security Suite

• Director – Facilities & Operations
• Maintenance Staff
• Custodial Staff
• Campus Security Staff

H. Student Counseling Center

• Director - Counseling Center
• Dean - Student Affairs
• Director – Facilities & Operations

General Access Cards and Keys

1. Students: Students will not be issued access cards or keys unless they also fall into one of the categories below.
2. Staff: Staff will be issued access cards and keys on an as needed basis as determined by their manager.
3. Faculty: Faculty will be issued access cards and keys on an as needed basis as determined by their applicable Dean.
4. Adjunct Faculty: Adjunct Faculty will only be issued access cards and keys under special circumstances as determined by the applicable Dean.
5. Contractors and Vendors: Contractors and vendors will be issued access cards and keys on an as needed basis as determined by the Director of Facilities & Operations. (i.e. Catered Your Way)
6. All Others: Other personnel will be issued access cards and keys on an as needed basis as determined by the Director of Facilities & Operations (i.e. Bonneville County, ISU).

Lost Access Card or Keys

Personnel are responsible for the access cards and keys issued to them. Lost or stolen access cards or keys shall be reported to the Facilities and Operations Office immediately upon discovery.

Lost or stolen access cards will be deactivated immediately upon notification.

A replacement fee will be charged for lost or stolen keys. Costs associated with lost keys will be the responsibility of the department, contractor, or vendor that requested access to the affected area.

• Master Keys - $250.00
• General Access Keys - $50.00
• Access Cards - $25.00

Duplication of Keys

Only the Access Control POC or authorized Maintenance Craftsmen may make duplicate keys. Unauthorized duplication of keys is strictly prohibited.

Transfer of Keys

Transfer of keys from one person to another may only be done by the Facilities and Operations Office.

Loss of Access/Termination

Any individual who violates this procedure may be subject to disciplinary action, including but not limited to, loss of access privileges.

Managers must notify the Facilities and Operations Office when an individual’s access is no longer required or his/her employment has been terminated.

Managers are responsible for ensuring keys are returned to the Facilities and Operations Office.

Emergency Responder Access

Unrestricted (24 hour, all buildings) card/key access will be granted to the Idaho Falls Police and Fire Departments upon request. Updated access cards and/or keys will be maintained in exterior Knox Boxes.

Access Control Software Applications

Access cards and most exterior doors are controlled through the use of a software application called EntraPass. EntraPass allows for multiple levels of users to access various features of the system. These access levels are as follows:

1. Director of Facility & Operations – Full Access
2. IT Lead/Director – Full Access (for IT support purposes only)
3. Access Coordinator – Full Access
4. Chief of Security – Full Access
5. Security Officers – Limited Access

Note: Full access will allow users to add and delete access card users, set and control schedules, and monitor/lock/unlock doors remotely at a minimum. Limited access will allow users to monitor/lock/unlock doors remotely.

Mail Boxes

The Facilities and Operations Office will control and issue mail box keys on an as needed basis.

900.5 Internal Audit and Inventory

The Facilities & Operations Office will conduct periodic reviews of access control practices to ensure that they are consistent with this procedure.

All master keys shall be accounted for on an annual basis by the Facilities and Operations Office

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