Last Revised: 
July 23, 2010

The University of Nebraska-Lincoln developed this policy to ensure reasonable access to its Lincoln campus facilities while maintaining appropriate levels of security

  1. DEFINITIONS

    Authorized Person – UNL faculty, staff, student, or affiliate as defined by the NCard Office, and determined by departmental authority to require access to a controlled area for University business.

    High Security Access – Access that opens a space that has been determined by UNL Police, Environmental Health and Safety (EHS), or a UNL Department to require tighter control and additional access restrictions because of the contents or activities conducted within. Because safety and security concerns are heightened during non-business hours, access via exterior entrance doors to buildings is considered High Security Access. When possible, High Security Access is programmed to an individual’s campus identification card (NCard). A physical key will be issued when electronic access is not available.

    Interior Key – A key that provides access to an interior space that has not been determined by UNL Police, EHS, or a UNL Department to require tighter control or access restrictions.

    Key Manager – A designated person to manage and control keys and access to space assigned to a specific Department and not deemed high security. It is recommended that departments designate one or two backup key managers.

  2. FACILITY ACCESS MANAGEMENT
    1. The Building Systems Maintenance Division (BSM) of the Facilities Management and Planning Department maintains a system of keys and locks to all academic and administrative building doors. No keys may be duplicated by departments or individuals. All access devices remain the property of UNL and will not be sold or in any other way transferred to an individual outside the limits of this policy.
    2. Access into UNL buildings is managed by UNL Police. UNL Police maintain the official records of the assignment of High Security Access. Departments are responsible for records of key assignments to interior spaces. UNL Police will maintain a centralized database that departments may be used to track interior, department issued keys.
    3. During non-business hours, the entrance doors of all buildings will be locked to maintain a safe campus. The Chancellor, Vice Chancellors, Deans, and Directors may authorize UNL Police to grant access to areas under their control to persons authorized to be conducting University business outside of those normal operating hours.
    4. Departments assigned interior space shall make the determination of whether interior door security needs to be restored due to a key(s) that has been lost, stolen, improperly duplicated or not returned. For shared spaces, department(s) that originally authorized issuance of an Interior Key may be required to pay the cost to restore interior building security. (The cost to restore building security includes labor and materials required to change the locking mechanism on each door that the missing key operates, and the cost to re-issue keys to all individuals who have authorized access through the affected doors)

      UNL Police, after consultation with affected departments, shall make the determination of whether security needs to be restored for all High Security doors.
    5. A fee will be assessed to the department for an Interior Key.
    6. A request for issuance of High Security Access may initiate access verification by the Office of Institutional Research and Planning.
    7. Chancellor, Vice Chancellors, Deans or Directors may submit requests to extend or reduce normal building hours for individual buildings when necessary to fulfill the University's mission. Requests shall be submitted in writing to University Police.
  3. UNL DEPARTMENT RESPONSIBILITIES

    UNL departments are responsible for security of their interior spaces.

    Campus departments designate the individual(s) who has access to its interior spaces.

    Campus departments are responsible for maintaining an inventory of keys assigned to individuals. UNL Police will coordinate with departments annually regarding key assignments and will be available throughout the year for consultation to help effectively manage interior keys.

    1. High Security Access

      High Security Access is issued to individuals by UNL Police or its delegates following appropriate Departmental approval. By authorizing issuance of a High Security Access to an individual the Department agrees to:

      1. Verify that the individual is authorized to conduct University business within a secure space.
      2. Immediately notify UNL Police when an individual’s NCard is lost or stolen.
      3. Immediately notify UNL Police when an individual is no longer authorized for electronic High Security access or the individual is separating from the University.
      4. Actively attempt recovery of Exterior Keys from individuals who are no longer authorized to use the keys or the individual is separating from the University. Recovered keys should be returned to UNL Police.
    2. Interior Keys

      Interior Keys are managed and issued to individuals by the Department that occupies the particular space. By issuing such an Interior Key to an individual, the Department agrees to:

      1. Verify that the individual is authorized to conduct University business within a secure space.
      2. Immediately notify UNL Police when any Interior Key is lost or stolen.
      3. Secure all Interior Keys not issued to an individual.
      4. Actively attempt recovery of Interior Keys from individuals who are no longer authorized to use the keys or the individual is separating from the University.
      5. Maintain accurate and current records for all Interior Keys issued and recovered by the Department.
  4. PERSONAL BUILDING ACCESS RESPONSIBILITIES

    Individuals issued access rights to a building or interior spaces are responsible to safeguard their NCard and key and to maintain security of the campus building or area that the key opens. By accepting access rights or a key an individual agrees to:

    • Protect the NCard and Interior Key from theft or loss.
    • Not duplicate, loan or allow any other individual to use the key or NCard for entry.
    • Assure that doors are relocked after entering or leaving.
    • Assume responsibility for the conduct of any person the key holder allows to enter a locked facility.
    • Immediately notify UNL Police when the individual’s NCard or key is lost or stolen.
    • Return Interior Keys to the issuing department on demand and prior to separation from the University.
  5. ACQUIRING FACILITY ACCESS
    1. High Security Access

      High Security Access is issued by UNL Police or its delegates. Procedures to obtain a High Security Access are:

      1. The Key Manager that manages the particular space authorizes submittal of a Building Access Requisition, to UNL Police. With Dean or Director authorization, the Key Manager may submit the Requisition which must include the name of the person who will be assigned access and any access limitations.
      2. The Key Manager is responsible for managing the High Security Access for its personnel.
      3. Electronic High Security Access will be granted via activation of the individual’s NCard. Physical key will be issued to the individual when electronic access is not available.
    2. Non-High Security Access

      Key Managers may request Interior Keys and electronic control for areas assigned to his/her Department. Key Managers distribute and manage interior keys for department personnel.

      1. The Key Manager is responsible for tracking the key distribution to its personnel.
      2. The Key Manager submits a Key Contract requisition with the department’s cost object to UNL Police.
      3. Issued Interior Keys are picked up at UNL Police by requesting department’s Key Manager(s).