As part of its access control duties, the Safety and Security Department produces and issues keys for authorized faculty and staff. The Department also installs and maintains campus locking and coring systems.
The college is now implementing a new proximity access card system for most commonly used secured spaces. The Department is responsible for the production and issuance of proximity cards, as well as the maintenance and programming of the access system.
Faculty and staff interested in obtaining a key or proximity card should see their Department Head who will forward their request to the Safety and Security Department.
For further information, please see our key & access card policy guide provided here for your convenience.
The purpose of this guide is to help employees acquire the knowledge of administration of college access, key request process, application of work order and distribution of keys and access cards by the security office.
College: - HACC, Central Pennsylvania's Community College.
President: - The President of HACC, Central Pennsylvania's Community College.
Vice President: - The Vice President of Finance and College Resources.
Director: - The Director of Safety and Security.
Assistant Director: - The Assistant Director of Safety and Security.
Lead Officer: - Security Lead Officers who administer college keys.
Approver: - An Administrator who is authorized to approve key requests.
Administrative specialist: - A delegated assistant to approvers to send a key request on a work order.
Requestor: - Administrative Specialist who is authorized to send a key request on a work order.
Work Order: - A key request electronic document filled by an administrative assistant.
Department: - The Department of Safety and Security.
Security: - The office of the Department in W131A - C.
Receipt: A form to be filled by an employee when receiving a key or keys.
Core: - An insert in to a door latch, which is fitted to turn doorknob.
Control key: - A key that installs or removes door cores.
Key: - A metal opener that gives access through one of college doors.
Operator key: - A key that opens a particular door or limited doors.
Sub-master key: - A key that opens a certain area of a building wing, floor area, or bay enclosures.
Master key: - A key that opens all doors in a building except maintenance rooms.
Grand Master Key: - A key that opens all doors of every building in a campus.
Great Grand Master key: - A key or set of Keys that open all doors of a campus and regional campuses.
Exterior door key: - A special key that opens exterior building doors.
Access card: - electronic proximity card key that opens doors equipped with card readers.
Card Readers: - Equipment installed around doors to read cards allow or deny access.
Operator access: - An access permit to grant entry to a certain area only. (Equivalent of operator key.)
Super user access: - An access permit to grant entry to multiple campuses and different buildings. (Equivalent of multiple sub-master keys.)
Executive access: - An access permit to grant unlimited access to every HACC building 24/7 including holidays. (Equivalent of Great Grand Master keys.)
II- key Request procedures and process:
1. An employee sends a request to his work area approver.
2. The approver accepts or rejects the request and sends his decision to the Admin Specialist.
3. The Admin Specialist will fill an online work order for accepted requests. Rejected requests will be sent back to the employee.
4. Lead officers analyze the request, undisputed and properly completed requests will be processed within 3 working days, and sent to Security office- room W131A.
5. Within 8 hours of key transfer from lead officers to security office, the requestor and employee will be notified for a pick up.
6. An employee is expected to pick his key with in 2 weeks time. Unclaimed keys will be returned to storage and a new work order has to be filled for the unclaimed keys.
7. If a lead officer disputes a request, the Director decides to accept or to reject a disputed item. The approver will be notified of such a decision.
8. Approvers accept or reject a key request for a sub-master key.
9. Any request for a master key must be approved by the Vice President of Finance and College Resources. A work order containing any set of keys that have an equivalence of a master key will be processed as a master key.
10. A request for a Grand Master Key is approved by the President or Vice president of Finance and College Resources. 11. The President or Vice President approves a request for a Great Grand Master keys.
12. All access proximity cards follow the same process as the keys except in some routine cases that the Director grants access to areas temporarily.
III – Key rules and regulations:
1 – Duplicating any college key is illegal.
2 – College keys may not be transferred from one employee to another.
3 – Any lost key must be reported immediately to Security.
4 – Any person who has signed out a key is responsible to return that key to Security or Human Resource upon termination of employment.
5 - Only employees of HACC can request operator keys.
6 – Keys to be utilized by students, non-employee workers, or volunteers are signed out by a requesting employee who supervises the job.
7 – Contractors and vendors may sign out keys from security and return them the same day.
8 – All master keys used by maintenance, custodians or others authorized personnel are to be locked in their designated key block at the end of the day.
9 – Master keys should not be taken off campus. No one is authorized to take master keys over night except the Director and authorized facilities department supervisors.
IV – key/access card work order process
1. Go to the HACC Intranet.
2. Click on Work Order under Division Pages on the left side of the screen and the TMASYSTEMS iServiceDesk Page will appear.
3. Click on Submit Request and a box will appear titled 'Select Facility'.
4. Select the appropriate facility and then click the gray box next to the desired facility. Another box entitled 'Select Building' will then appear.
5. Select the appropriate building and click the gray box next to the desired building and a request form will appear.
6. All fields marked with a red asterisk (*) must be filled out. Enter your name (authorized requestor’s name), phone number, and e-mail address in the designated field. Under 'Repair Center' select 'KY-Keys' – Do not select the campus or the request will go to the wrong Department! Under Space, select the appropriate door number. Under Request the following information must be included:
a. The First Name, Last Name, Middle Initial, and Userid of the person you are requesting for.
b. The building and door(s) needed to access.
c. The department in which the requestee is employed and their part-time or full-time status.
7. Click Submit at the bottom of the screen to send the request.
8. An e-mail will automatically be sent by the TMA Work Order System that acknowledges that the request was received.
9. When Safety and Security converts the request to a work order, an e-mail will automatically be sent by the TMA Work Order System that acknowledges that it was changed.
10. When Safety and Security finishes the work and clears the Work Order out of the system another e-mail will automatically be sent by the TMA Work Order System that it was completed. Do not send the requestee to pick up keys when you receive this e-mail! The work is done in a separate building and must be then taken to Whitaker Hall. An e-mail will be sent from the Administrative Secretary of the Safety and Security Department to the requestor that the keys are at the Information Center (Whitaker 131) and are available for pick up.
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