Policy on Access to University Building Restricted Areas

 

Effective: December 3, 1996
Approved By: Vice President for Research
Contact: Director, Division of Facilities Management

 

A. DEFINITIONS

 

1. Restricted Area - Any University Building, mechanical, electrical, telecommunications, elevator, custodial room, ceiling space, roof, chase/riser area, utility tunnel, or other area so designated by the Facilities Management Restricted Space List.
2. Authorized Personnel - University personnel that have direct involvement with the installation, construction, operation and maintenance of the equipment and systems and/or use of the materials contained within restricted areas. Such personnel include designated individuals from the Division of Facilities Management, University Telecommunications, the University Police Department, the Department of Risk Management, and individuals designated by departments and colleges under the provisions of this policy.

B. PURPOSE

The purpose of this policy is to ensure:

1. The health and safety of University personnel and the public.
2. The security and integrity of equipment, systems, and materials contained within any restricted area.
3. The efficient and effective operation and maintenance of the equipment and systems contained within any restricted area.
4. Compliance with all applicable Federal, State, local, and University regulations, codes, standards, policies, and procedures related to the equipment, systems, and/or materials contained within any restricted area.
5. That all work within any restricted area is properly controlled and supervised to assure that appropriate installation and construction methods and standards have been followed.
6. That University liability exposure is adequately controlled and minimized.

C. POLICY

 

1. Access to restricted areas shall be limited to authorized personnel.
2. Unauthorized personnel may not access or use any restricted area for any purpose unless such usage is approved, coordinated, implemented, and maintained by authorized personnel.
3. University personnel, including staff, faculty, and students, having access to a restricted area prior to the implementation of this policy, will not be allowed to continue access unless authorized to have such access in accordance with C.1, C.2, and C.5.
4. Building monitor key sets will not include keys to any restricted area unless the building monitor is authorized to have such access.
5. Departments and colleges requesting access to restricted areas must obtain written approval of the Director of the Division of Facilities Management. Requests for access to dedicated telecommunications space must also have written approval from the Director of Telecommunications. Such requests must be accompanied by the following information:
   

   a. Description of the need and/or critical nature of equipment placement for each restricted area in question.
   b. Design, scope, equipment, systems, and/or materials that will be located in each restricted area.
   c. Description of any required building alterations and modification including a floor plan (when possible and applicable) that identifies the proposed location of equipment in each restricted area.
   d. Names of authorized personnel involved.
   e. Additions or modifications to the original information provided in C.5 must be submitted to the Director of the Division of Facilities Management for review and approval as an addendum to the original request. For dedicated telecommunications space, the modified plan must also be approved by the Director of Telecommunications. The addendum shall address each information request in items C.5a through C.5.d as did the original request.

6. Such requests shall be responded to in a timely manner.
7. Facilities Management shall maintain the list of department and college authorized individuals.
8. Facilities Management, Telecommunications, University Police Department and Risk Management, shall maintain copies of the applicable regulations as outlined in B.4

D. EXCEPTIONS

 

1. Exceptions to this policy will be granted by Facilities Management only for short term need. Requests for access to dedicated telecommunications space must also be approved by the Director of Telecommunications.
2. The Director of University Telecommunications, the Chief of the University Police Department, and the Director of the Department of Risk Management will be notified by the Director of Facilities Management of any exceptions granted.