Operations > Facilities

Electronic Access/Key Use Policy

Policy Intent

Our department has millions of dollars of equipment and top notch people performing valuable research and instruction. Therefore, the citizens of our state expect that our employees and equipment will be safe and secure. This key/access policy is meant to be accommodating to the employees and students of this department as well as meet the overall goal of safety and security.

 

Lock Down Hours

During non-business hours, access to the building is obtained through the rotunda of the Electrical Engineering (EE) and Computer Science Engineering (CSE) building. These doors will be locked between 9:00 P.M. and 7:00 AM on weekdays and weekends, unless otherwise changed due to spring or winter breaks and summer quarters. These hours are applied to Sieg Hall as well.

 

Lock down hours may change due to special events or circumstances. These requests must go through the EE department’s Facilities Manager.

 

PHYSICAL KEY USE

 

Authorized Physical Key Holder

Faculty, Staff, Academic Student Employees (ASE’s), Temporary Staff or Students will be issued physical keys based upon necessity of their position or job description. If access can be granted through card reader access, then a key will not be issued. Types of keys that can be issued are dependent upon who is the key holder’s supervisor. Any key to be issued outside the access of the key holder’s supervisor’s must be approved by the Department Chair or Chair Designate. NOTE: Only ONE key for a door will be issued to each person.

 

Requesting a Physical Key

In order to request a physical key for a new or extended employee/student a key request form must be filled out by the Supervisor or Support Staff. These requests should be turned in a minimum of two weeks before access is needed. The Payroll Coordinator and Student Advising may provide information for proof of employment, enrollment or extension of stay at the EE department for the requester.

 

Physical Key Return

All physical keys have a return date except permanent employees of this department. The return date is a time limit based upon classification (i.e. temporary versus permanent) of the person being issued the key. Physical keys shall be turned in to the Facilities Manager. Below is a chart indicating time limits.

 

                                    

Staff

Accessibility

Permanent Staff

Appointment end date

Temporary Staff

Set end date

Faculty

Accessibility

Tenure Track

Until termination of employment

Post Doc’s

Appointment  end date

Research

Until termination of employment

Visitors (Limited)

Appointment  end date

Short-term Lecturers

Appointment  end date

Emeritus

Until Resignation

 

 

Students/ASE/Temps

Accessibility

RAs, TAs or other appointments

Appointment end date

Undergraduate under certain job description

Appointment end date

Independent study

Quarterly plus 5 days

 

Replacement of Physical Keys

Replacement of a physical key is $5 for the first time an issued key is lost. This is to be paid by the person to whom the lost key was issued. The second time a key is lost the cost to re-key a door will be charged against the budget from area which the person worked for. 

Forms (online or Physical)

 Forms are to be completed by the Supervisor or Support Staff. Payroll Coordinator and Student Advising may provide information to verify the form for proof of employment or enrollment of the requester. Forms need to be turned in two weeks prior. Otherwise, there may be a delay in the issuance of keys.

Consequences of Failing to Return Keys

For students: If the physical keys given to the student(s) are not returned to the Facilities Manager by the set end date, the Student Fiscal Services Office of the Registrar will be asked to hold the transcripts/grades.

For Staff/Faculty: If the physical keys given to the employee are not returned to the Facilities Manager by the set end date, then the respective budget to which the employee worked under will be charged for lock replacement.

 

CARD ACCESS (HUSKY CARD)

 

Authorized Access

Faculty, Staff, ASE’s, Temporary Staff or Students will be given access through the Husky Card, or in some cases, a temporary card. Access will be provided based upon on what classes have been registered and upon necessity of their position or job description. Any extra access will be granted on a case-by-case basis.

 

Request Access Forms (online or physical)

The Key Request Form will be used to request physical keys or electronic access. The form needs to be turned in two weeks before the start of the quarter for students and as soon as possible for hired Faculty and Staff. All students must have an expiration date AND have a Faculty or Support Staff signature. Any extra access other then what is normally granted to a student working for a particular Faculty or Support Staff will be granted on a case-by-case basis to be approved by the Chair or Chair Designate.

 

General Access

All EE staff, faculty, students, and non-EE students who have signed up for an EE class will be granted general access to the following:

              EE and SIEG building’s main doors

              General Computing Labs EE 361, EE 365, EE 371, and SIEG 231

              EE tutorial center (SIEG 126, 128)

              EE Integrated Student Center (SIEG 127)

*NOTE* General Access can change due to rooms added, moved, or eliminated.

 

Additional Access and Limitations

All cards have limits on access see the chart below.

Category

Access

Undergraduate

1 Quarter access + 5 days unless authorized by a professor

Students

General Access

 

Any labs or rooms associated with classes or independent study/research sign up for that quarter

Graduate

One calendar year to be renewed each year

Students

General Access and the Graduate Mailroom

 

Any labs or rooms associated with classes or independent study/research sign up for that quarter

Appointed

Expiration of card to be dependent on appointment.

Students

General Access and Admin Suite (stair entrance doors 102-1 and 102-2 when needed) main building

(RA, TA, Other)

Access to labs specific to supervising faculty member

Permanent Staff,

Receive continual access until employment is terminated

Student Workers

General Access and Admin Suite (stair entrance, doors 102-1 and 102-2) main building

& Faculty 

Any labs or rooms associated with employment position

Temp Staff Hourly,  

Access given by Husky Card or issuance of Temporary Card Access

Maintenance Worker

Expiration of card to be dependent on appointment or circumstance

Contractors, UWMC

Access is to be granted into areas specific to job position.

Conference room user 

Access given due to class or conference room reservation after hours, granted not beyond 24 hours

Non-matriculated

 1 Quarter access + 5 days general access plus lab and room associated with class

 

Lost or Replace Cards

     After replacing your Husky Card go to front office to reactivate access. Go through Supervisor in order to replace temporary card. If UWMC employee has lost a temporary card, their budget number will be charged for card replacement.

 

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