Procedure 900: Access Control

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 mobile access and keys issued to faculty, staff, students, contractors, and outside vendors.

900.2 Scope

This procedure applies to 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 Outreach Center
4. EIWTC
5. Other CEI-controlled facilities as needed

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
CEI’s academic and administrative buildings are generally open to students, employees, and the public during normal business hours. Outside normal business hours, only authorized individuals may access CEI facilities. See Section 900.4 for details.

900.4 Mobile Access and Keys

The Facilities and Operations Office will issue and track all controlled keys and mobile access. Personnel requesting keys and/or mobile access must complete an Access 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 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 mobile access 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.

1. President
2. Vice President of Finance and Administration
3. Executive Assistant to Vice President of Finance and Administration
4. Vice President of Instruction and Student Affairs
5. Executive Assistant to Vice President of Academic and Student Affairs
6. Vice President – Workforce Training and Continuing Education
7. Vice President of Human Resources
8. Director – Facilities and Operations
9. Maintenance Craftsman
10. Custodian
11. Campus Safety Security
12. Recruiting Office
13. Deans
14. Facilities Coordinator
15. WTCE Operations Manager
16. 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 Mobile Access 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:

1. Human Resources Suite
   1. Vice President – Human Resources
   2. Human Recourses Staff
   3. Security
2. Human Resources File Room
   1. Vice President – Human Resources
   2. Human Resources Staff
3. Key Room (Building 4)
   1. Director – Facilities & Operations
   2. Maintenance Supervisor
   3. Access Control POC
4. IT Server Rooms
   1. Chief Information Officer – Network & Security
   2. IT Staff
   3. Director – Facilities & Operations
5. Maintenance Shop
   1. Director – Facilities & Operations
   2. Maintenance Staff
   3. Custodial Foreman
6. Records Storage Room (Rm 9)
   1. Director – Facilities & Operations
   2. Maintenance Staff
   3. Student Affairs (Lock Box)
7. Security Suite
   1. Director – Facilities & Operations
   2. Maintenance Staff
   3. Custodial Staff (when approved by custodial foreman and security chief)
   4. Campus Security Staff
8. Student Counseling Center
   1. Director - Counseling Center
   2. Dean -  Student Affairs
   3. Director – Facilities & Operations

General Mobile Access and Keys

1. Students: Students will not be issued online access or keys unless they also fall into one of the categories below.
2. Staff: All staff will be issued mobile access and keys on an as needed basis as determined by their manager.
3. Faculty: Faculty will be issued mobile access and keys on an as needed basis as determined by their applicable Dean.
4. Adjunct Faculty: Adjunct Faculty will only be issued mobile access and keys under special circumstances as determined by the applicable Dean.
5. Contractors and Vendors: Contractors and vendors will be issued mobile access 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 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 mobile access fobs s and keys issued to them.

Lost or stolen access fobs 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 Fobs - $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 Human Resources 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 Human Resources department.

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 fobs and/or keys will be maintained in exterior Knox Boxes.

Access Control Software Applications

Mobile access is controlled through the use of a software application called Feenics. 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. Access Coordinator – Full Access
3. Chief of Security – Full Access
4. Security Officers – Limited Access

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.