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Assignment and Management of Building Access Privileges
The purpose of these guidelines and procedures is to help define, for the campus community, what the expectations are for the assignment and management of access privileges through the Blackboard Card Access System.
These procedures are valid for all individuals in possession of a valid TCNJ Faculty/Staff, Guest or Student ID Card and include the assignment of access privileges to buildings and/or doors and specialized applications excluding Parking Access, which is managed by the Office of Student Accounts.
Throughout this document, all references to requests made to the Office of Access Control Services must be made via e-mail to lockhelp@tcnj.edu . Requests must include the following:
- Name of Individual needing Access
- The last four digits of the Social Security number
- Description of what access is being requested
- Justification for access
Simple requests can be made via e-mail. Complex requests for a significant number of individuals must be made as an attached Microsoft Excel spreadsheet completed in the manner requested by the Office of Access Control Services for the particular situation. Large or complex requests must be completed in consultation with the Office of Access Control Services prior to the request being submitted.
E-mail requests must be sent from the e-mail address of the supervisor or other individual authorized to make such a request. Requests from non-authorized individuals will not be processed and will be forwarded to the appropriate individual for approval.
For the purpose of clarity, this document is broken down into the following areas:
- General Residential Access
- Residential Early Arrival Access
- Summer Residential Access Requests
- Specialized Residential Access Requests
- Residential Student Access Closeout
- Faculty and Staff Access Requests
- Faculty and Staff Access Revocation
- Specialized Access Requests
- Addressing of Questions or Concerns
General Residential Access
General Residential Access shall be defined as access to residential facilities being assigned to the general residential population for the fall and spring academic terms. General Residential Access is completed through an automated import process completed by the Office of Access Control Services.
Once the import is complete, the Office of Access Control Services will verify privilege assignment numbers to ensure that the assignments are accurate and that the correct number of students have access to the appropriate residence halls. The Office of Access Control Services shall make any necessary changes in the privilege assignments to ensure the integrity of the system and the safety of the campus.
During the academic term, changes to the general residential assignments (i.e. building assignment changes, student withdrawals, student removals, etc.) must be transmitted to the Office of Access Control Services immediately as they become known to the Office of Residential Education and Housing. These changes shall be processed within the one working day. Student removals or any situation posing a possible security risk will be processed immediately upon receipt.
Residential Early Arrival Access
Residential Early Arrival Access shall be defined as access to residential facilities being assigned to approved individuals prior to the official beginning of the academic term and semester move-in.
Office of Residential Education and Housing shall manage the early arrival process and compile the complete list of approved early arrivals. For both the fall and spring semester, as well as access needed for various breaks (spring break, winter break, etc.), the Office of Residential Education and Housing shall provide the Office of Access Control Services with a complete list of approved early arrivals no less than two weeks prior to the first early arrival access being requested. Any changes to the original list must be provided to the Office of Access Control Services immediately as those changes become known; any request received less than two working days in advance of date access is needed cannot be guaranteed to be completed by the required date.
Summer Residential Access Requests
The Office of Residential Education and Housing shall manage the residential summer program excluding programs coordinated by the Office of Conference and Meeting Services. The Office of Residential Education and Housing shall provide the Office of Access Control Services with a complete list of approved summer residents no less than two weeks prior to the first summer resident access being requested. Any changes to the original list must be provided to the Office of Access Control Services immediately as those changes become known; any request received less than two working days in advance of the date access is needed cannot be guaranteed to be completed by the required date.
Specialized Residential Access Requests
Given the unique nature of the residential program, specialized access requests are routinely required for the successful implementation of the residential program and for the safety and security of the residential population. Examples of specialized residential access requests are domestic partner access and Senior Staff access privileges. Specialized Residential Access Requests must be submitted to the Office of Access Control Services and will be processed within two working days of receipt.
Residential Student Access Closeout
On an annual basis, on the last day of the spring semester, a mass privilege revocation will occur for all residential students to ensure the integrity of the system's data and the safety and security of the residential populations. The revocation will be performed annually by the Office of Access Control Services.
Faculty and Staff Access Requests
Requests for access for faculty and staff must be submitted to the Office of Access Control Services either in writing or via e-mail from the direct supervisor of the individual needing access. All requests must include a brief justification as to why the requested access is needed. Any requests for campus-wide access or access to sensitive areas will be submitted to the appropriate department head or President's Advisory Council member, as appropriate, for approval. Final authorization will be granted by the Associate Vice President for Facilities and Administrative Services. Requests for access for members of any College Board (Board of Trustees, Alumni Board, etc.) and for Emeriti faculty or staff shall be also follow these procedures and must come from the appropriate TCNJ office. All access requests for faculty and staff will be completed within one working day of receipt. Any supervisor needing an employee's access privilege changed or revoked for any reason must notify the Office of Access Control Services to request said action.
Faculty and Staff Access Revocation
In conjunction with the Office of Human Resources, any faculty or staff member who is separated from The College will have all access privileges revoked immediately. The Office of Access Control Services will utilize the Human Resources e-mail updates as the means by which to identify separated faculty and staff.
Specialized Access Requests
As we grow and expand the uses of the system, we will have new applications that are accessed using the Blackboard System. Currently, we have systems in place that utilize the Blackboard System to access elevators, computer labs, and other specialized areas. Requests for access to these areas must be made to the Office of Access Control Services by the supervisor of the employee needing access. Requests for specialized access will be completed within two working days of receipt.
Addressing of Questions or Concerns
During normal business hours, questions or concerns regarding access to buildings and other areas as noted in this document should be addressed to the Office of Access Control Services via e-mail at lockhelp@tcnj.edu or via telephone at extension 5397. Urgent situations can be called into the Department of Facilities and Administrative Services at extension 2881. After hours or on weekends, all urgent concerns must be addressed to the Office of Campus Police Services located in the Administrative Services Building, or at extension 2167.
