Local Access Coordinators

What is an Access Coordinator?

  • Is a full-time staff member.
  • Ensures that clearances, keys, and access credential devices are issued to individuals only for the areas to which they are authorized to enter.
  • They are knowledgeable of pertinent University policies and procedures, as well as the programs and personnel at their campus, college, department or area particularly as these details pertain to “access” to their area of jurisdiction.
  • Maintains systematic and effective control of all keys, access devices and/or clearances for the rooms and/or buildings under the control and jurisdiction of that campus, college, department or area.

What are the Access Coordinators Duties?

  • The Access Coordinator will ensure that clearances, keys, and/or ACDs are issued to individuals only for areas to which they have a justifiable need to access.
  • It is the responsibility of the Access Coordinator to promptly record all key/ACD activity (inventory being held, issuance dates, return dates, names and pertinent information) into their perpetual inventory system (database, excel spreadsheet, manual system).
  • Approved requests which require the issuance of keys can often be filled from the Access Coordinator’s on-hand supply. However, if circumstances warrant that a new key be made/issued, keys will be requested through KMS.
  • Approved requests which require the activation of an ACD (for access to specific areas) will occur via entry of the requestor’s information into the C*CURE System by the Access Coordinator.

How is an Access Coordinator Created?

Each Departmental or Budget Executive, and Facility Coordinator shall appoint an Access Coordinator for the campus, college, department or area via the completion of an Access Coordinator Authorization Form. Once the form is properly completed and forwarded to the University Access Controller for approval. The Access Coordinator may commence with their duties after being added to the appropriate systems (CCure, Suite Req).

Police AD68 (University Access Policy – in a nutshell)

  • A key or clearance will only be granted when access to facilities cannot be achieved via established locking and unlocking procedures.
  • Requests for access must follow established authorization protocol, as specified within this policy and related documents.
  • The issuance of a clearance, or possession of a key, does not extend permission of access beyond the assigned area or outside the authorized times of access.
  • In the event that an individual’s access requirements change, they will be required to notify their area Access Coordinator and make the appropriate changes, which may include the return of their keys and/or changes to their access credential clearances, as applicable.
  • Building access will be granted by electronic means if available. Keys will only be issued if access through electronic means is not possible.
  • Access privileges may be revoked at the discretion of the University Access Controller, in consultation with the facility Access Coordinator, if the guidelines of this policy are not followed.
  • When an individual’s access requirements change, the individual will be required to notify their area Access Coordinator and make the appropriate changes, including the return of their keys/ACDs, and/or changes to their access credential clearances, as applicable.
  • All clearance requests for keys and ACDs must be approved in accordance with procedure SY2001.

Procedure SY2001 - University Access: Clearances, Keys and Access Devices; Authorization, Issue and Fees”- Highlights

  • Requests for access must be made via completion of a Facility Access Authorization Request form (FAAR Form).
  • Student/Vendors requests are submitted by a “Sponsor,” typically a staff or faculty member (or Access Coordinator), who is requesting access to a building and/or room on behalf of a student or a non-employee, as applicable. 
  • All properly completed and agreed-upon requests for employees/non-employees will then be routed to the Access Coordinator for review and approval.
  • If, upon review, the request is acceptable, the Access Coordinator will sign and date the form, affirming that they have reviewed the details of the access request and they concur with the request for access.  Additionally, they will determine the “type” of access needed, and check the appropriate boxes on the form.
  • If the request for access is rejected, the Access Coordinator will note the reason on the Facility Access Authorization Request Form and return a copy of the rejected form to the Requestor/Requesting Area. If explanation is lengthy, the Access Coordinator should record the information on the back of the form.