General Employment and Workplace Issues
Access Control
Purpose and Authority of the Policy
Colby Community College adopted access control for all external building doors Fall
2023. This was done in an effort to enhance the security of its buildings. Access
is granted to students, faculty, staff, vendors, and guests on an as needed basis.
Access Control
For the purpose of this policy, Access Control is defined as entry/accessibility to
necessary buildings through a key, badge, or PIN Code (Faculty/Staff Only) as determined
by appropriate Authorization Level listed below.
GENERAL BUILDING ACCESS
Academic Buildings
Stanley Carr Agricultural Center, Lon R. Frahm Agricultural Center, Pierre Henry Allied
Health Building, Ferguson Hall, Bedker Memorial Complex, Thomas Hall (north entrances)
and the Cultural Arts Center
In general, Academic Buildings in which students have a class and/or instructor are accessible to students between the hours of 7:00 a.m. and 7:00 p.m. Monday through Friday during the academic year, excluding breaks and school closures. Academic Buildings where students do not have a class or instructor will be accessible to them between the hours of 7:30 a.m. and 5:00 p.m. Monday through Friday. After hours and weekend access is limited to faculty, staff and students who have been given proper advanced authorization for those times.
Online students are not granted access to any Academic Buildings unless requested through the Admissions Office. Online students will be granted access to buildings where their instructors are found only.
Administrative Buildings (Thomas Hall breezeway entrance)
In general, these doors are open Monday through Friday between the hours of 7:30 a.m.
until 6:15 p.m.
Public Access Buildings (Library and Student Union)
In general, these building doors are open Monday through Friday during scheduled hours.
The library has additional open hours on Sunday.
Auxiliary Buildings (i.e. SLAC, Pool/FitLab, Tennis Center, CAC)
In general, these buildings are available to specific groups during specific times.
For questions or reservation of these buildings, please see the website or follow
the following links:
SLAC Inquiry/Reservations: athleticfacilities@colbycc.edu
Pool Access/Reservations: https://www.colbycc.edu/reserve/index.html
Tennis Center: https://www.colbycc.edu/reserve/index.html
CAC: reservations@colbycc.edu
All other building reservations: reservations@colbycc.edu
Residence Halls
Colby Community College restricts access to residence halls to confirmed occupancy
of the hall based on room assignments made by the Director of Residence and Student
Life. Visitors, Vendors, and non-residents must be accompanied by current residents
or authorized* staff at all times. For additional policies, please see the Student
and/or Residence Life Handbook.
*Please Note: Administration, Campus Security, IT, Maintenance, First Responders and
local Law Enforcement have 24/7 access and should display identification or produce
access badge as requested.
BUILDING HOURS/ACCESS
Faculty/Staff
All faculty/staff should have 24/7 access to their “home building” and the Student
Union. All other buildings are accessible to faculty and staff during normal operating
hours Monday through Friday.
Students
All currently enrolled students have access to the FitLab/Pool based on their hours
of operation. All students have access to the Library and Student Union during normal
operating hours. Some weekend hours are included. Students will have access to academic
buildings based on their class schedule as listed in Academic Buildings.
Student-Athletes/Co-Curricular Participants will have access to training and practice facilities based on their team schedule each semester. Additionally, Student Athletes will be given access to the academic building where their coach’s office Athletic Trainer/Athletic Director is located.
ACCESS CARD AND KEY DISTRIBUTION
Students
The Admissions Office will issue badges to all students with confirmed enrollment.
If a student loses their badge, a replacement will be made for a $25 charge. The
badge will be utilized for the duration of a student’s time at Colby Community College.
No student will be issued or allowed to use a PIN code at any time for any reason.
Faculty & Staff (PIN Codes)
Upon hire, faculty and staff will be issued a badge in the Admissions Office. PIN
Codes (exclusive to faculty and staff only) can be set up with IT or Campus Security.
No PIN Code
should be shared with anyone for any reason. If a PIN Code is found to be used by
anyone other than the owner of the code, the PIN will be removed and unable to be
used for access. The badge will still be active.
Supervisor/Requestor
In some instances, changes/alterations will need to be made to original access roles.
Access must be requested and approved by submitting the form found here: https://forms.gle/Sj9TyYhdzDhnA8Ga7. The person requesting Access will be notified of approval or denial by the granting
party as listed within the Authorization Matrix
Guests/Visitors
As a general practice, guests/visitors will not be issued access badges. All guests
and visitors should make sure they are accompanied by a faculty/staff member and/or
student at all times while on campus. Should access be needed by a guest outside of
normal operating hours, please contact reservations@colbycc.edu.
Vendors
All vendors should be in communication with the Colby Community College party they
are working with to determine access. At times, an access badge may be issued to a
specific vendor with limited access (days/times). Vendors in areas with direct student
access (i.e. dorms) will need to be accompanied at all times while on campus. Any
vendor needing immediate access to a facility should contact the responsible party
directly.
Authorization Matrix
The following matrix will be used to establish the necessary authorizing person for an Access Requestor (Keyholder):
Key/Card Level* |
Eligible Keyholder |
Authorization Level (one signature required) |
Great Grand Master Key |
President, Vice Presidents, Safety Services, Facilities (Maintenance), and IT |
President, VPs, HR |
Exterior Building Master Key |
Maintenance |
VPs, HR |
Interior Building Master Key |
VPs, Department Directors |
VPs, HR |
Department/Division Sub-Master Keys |
Department Director/Authorized* Employees |
VPs, HR |
Individual Room/Door Key |
Authorized* Employees, Authorized* Students |
VPs, Department Directors, HR |
Exterior Building Entrance Access |
Authorized* Employees, Authorized* Students |
VPs, HR |
Department/Division Sub-Master Access |
Department Director/ Authorized* Employees |
VPs, HR |
Individual Room/Door Access* |
Authorized* Employees |
VPs, Department Director, HR |
Temporary Access Cards |
Authorized* Employees and Contractors |
VPs, HR |
**If a Keyholder has lost or forgotten their key(s)/access card and needs access to a space, the Keyholder must contact the Access Management Team for access. Identification may be requested. The Access Management Team will decide on the issuance of temporary key(s)/access cards when necessary.
Note: The requestor cannot authorize their own request, as it must be authorized at
a level above them.
STUDENT ACCESS CARDS AND KEYS
Rules
All doors are to be secured at all times to ensure the safety and security of the
campus. If a door is to be left unsecured for any reason, that access will be created
by the Access Management Team. If a door is found to be propped open, or the ADA “hold
open switch” is activated, security footage will be viewed to determine the responsible
party. The responsible party will be fined a minimum $100 per offense and subject
to loss of access to buildings. All fines will be issued based on photographic evidence
that includes the date and time of the occurrence(s).
All badges should be used by the person they are issued to only. Do not share your
badge with anyone. Additionally, no students are issued PIN Codes so should not use
any faculty/staff members PIN Code at any time.
Student ID/Access badges will NOT be reissued during the duration of your time as
a student. Any student not retaining their badge over breaks/vacations will need to
pay to have it replaced.
The following acts are examples of violations of the Building Access Control Procedures:
- Loaning key(s) and/or ID Access Card to others
- Transfer of key(s) and/or ID Access Card to others
- Unauthorized use of key(s) and/or ID Access Card with the purpose or intent to commit a theft offense
- Unauthorized duplication of key(s) or ID Access Card
- Attempting to secure any campus area with an unauthorized locking device (unauthorized locks, padlocks and security devices that are not compatible with the campus master keys/access card system are subject to immediate removal at the expense of the installer.)
- Damaging or tampering with any College lock, access control or door hardware, or any other attempt to defeat or disable any access control system
- Propping open secure doors
- Admitting unauthorized* persons into a secure building or area
- Failure to return a key(s) and/or ID Access Card when leaving the College, or when otherwise requested by authorizing department
- Failure to report a missing key(s) and/or ID Access Card
Persons in violation of this policy may be subject to College discipline policies
and procedures and/or prosecution.
Work Studies
Upon hire, work study supervisors will provide HR with the required building access
needed. Additional access can be requested through a form at https://forms.gle/9Kd9xcMSUCeW8gdy8 that requires approval from the appropriate Authorization Level (as per matrix).
If approval is given, the Access Management Team will ensure the requested access
is added to the workstudy’s badge.
All supervisors must contact HR and/or the Access Management Team within one day of a student’s termination or two days if a student has been a no-call, no-show to their position.
Lost or Stolen
All lost or stolen Access Cards need to be reported to the Access Management Team
immediately by emailing access@colbycc.edu. Access Cards/Student IDs will be deactivated until found or a replacement is issued.
Replacement
Student ID/Access badges will NOT be reissued during the duration of your time as
a student. Any student not retaining their badge over breaks/vacations will need to
pay to have it replaced.
All access cards can be reissued at the Admissions Office for a $25 fee.
Loss of Access/Appeal Process (this was moved from below to be more of the “student”
section)
If a student is found in violation of any of the above rules and have lost access
to a building/area, an appeal should be made in writing to the Vice President of Student
Affairs within three (3) days of the fine/sanction being sent. The appeal should
include documentation regarding the rationale behind the behavior causing, loss of
access. If it is determined to be possible for access to be returned, the student
will meet with the Access Management Team to determine what access can and will be
returned.
FACULTY/STAFF ACCESS CARDS AND KEYS AND PIN NUMBERS
Rules
All doors are to be secured at all times to ensure the safety and security of the
campus. If a door is to be left unsecured for any reason, that access will be created
by the Access Management Team. If a door is found to be propped open, or the ADA “hold
open switch” is activated, security footage will be viewed to determine the responsible
party. The responsible party will be fined a minimum $100 per offense and subject
to loss of access to buildings. All fines will be issued based on photographic evidence
that includes the date and time of the occurrence(s).
All badges should be only used by the person they are issued to. Do not share your
badge with anyone. Additionally, no students are issued PIN Codes so should not use
any faculty/staff members PIN Code at any time.
The following acts are examples of violations of the Building Access Control Procedures:
- Loaning key(s) and/or ID Access Card to others
- Transfer of key(s) and/or ID Access Card to others
- Unauthorized use of key(s) and/or ID Access Card with the purpose or intent to commit a theft offense
- Unauthorized duplication of key(s) or ID Access Card
- Attempting to secure any campus area with an unauthorized locking device (unauthorized locks, padlocks, and security devices that are not compatible with the campus master keys/access card system are subject to immediate removal at the expense of the installer.)
- Damaging or tampering with any College lock, access control or door hardware, or any other attempt to defeat or disable any access control system
- Propping open secure doors
- Admitting unauthorized* persons into a secure building or area
- Failure to return a key(s) and/or ID Access Card when leaving the College, or when otherwise requested by authorizing department
- Failure to report a missing key(s) and/or ID Access Card
Persons in violation of this policy may be subject to College discipline policies and procedures and/or prosecution.
Physical Key Terms and Conditions
- NO keys shall be duplicated.
- NO keys shall be loaned or transferred.
- Any lost keys will be reported immediately to the supervisor of the Building & Grounds office and the individual to whom the key or keys were issued will assume the cost of replacement or re-keying of the system.
- All keys will be returned to the Supervisor of Building & Grounds office before the last check is issued.
- Abuse or misuse of any key will result in the immediate revocation of key(s).
Additional Access
There may be times when a faculty or staff member needs extended access to a building
other than their home building. When additional access is needed, please complete
the following form to have it added to your badge.
Lost or Stolen
All lost or stolen Access Cards need to be reported to the Access Management Team immediately by emailing access@colbycc.edu. Access Cards/Student IDs will be deactivated until found, or a replacement is issued.
Loss of Access; Termination
Any faculty/staff member found in violation of sharing their PIN Code with students,
faculty/staff, family members, or other community members, will have their PIN Code
access revoked. Faculty/staff members found to be sharing their Access Badge with
anyone will be subject to disciplinary actions based on policies. All access privileges
will be deactivated in the event a faculty/staff member is terminated. Faculty/staff
members resigning will have access deactivated on their last day on campus.
Emergency Responder Access
Unrestricted (24-hour, all buildings) card access will be granted to First Responders and Colby Police Department.
Loss of Access/Appeal Process
If a faculty/staff member is found in violation of any of the above rules, and have
lost access (i.e. PIN Code, secondary building, or other access), an appeal should
be made to the supervising Vice President with written documentation regarding the
rationale behind the behavior causing loss of access. All appeals should be made within
three business days of loss of access. Decisions will be provided within three business
days of receiving the appeal.
Internal Audit
Colby Community College’s Access Management Team will conduct periodic reviews of
the access card usage and key issuance practices to ensure that they are consistent
with this policy and remaining in compliance. Security footage and access logs may
be referenced during these audits.
Questions/Concerns/Issues/Changes
For questions or concerns regarding this policy, please email access@colbycc.edu or your supervising Vice President.
*Definitions
Authorized guest/visitor
For this policy, an authorized visitor/guest is an individual and/or group of individuals
who are supposed to be on campus at a designated day and time. Appointments have been
scheduled, reservations have been made, and/or a known person to them.
Unauthorized guest/visitor
For this policy, an unauthorized guest/visitor is someone you do not know and is not
a current student, faculty member, or staff member, and you do not have an appointment/meeting
scheduled.
[Added April 2024]
- Audit and Inventory Control
- Authorization to Purchase (Bidding Policy)
- Authorization to Sign Contracts and Agreements
- Authorized Signers
- Billing and Payment
- Bonds
- Budget
- Cash Management
- Check Signing
- College Ownership and Use
- College Seal
- Competing Business Interests
- Compliance of Federal Funds
- Credit Card Usage
- Debt Management
- Disposition of Surplus Property
- Expenditures And Fiscal Control
- Facilities and Naming Guidelines
- Federal Funding
- Financial Compliance
- Financial Responsibility Agreement
- Gift Acknowledgement
- Gramm – Leach – Bliley Act (GLBA)
- Grants and Other Outside Financial Resources
- Indirect Rates
- Investment of Funds
- Petty Cash and Change Funds
- Prior Year Charges
- Records Retention
- Refunds
- Rental of Facilities
- Return of Title IV Funds
- Returned Checks
- Sale of Livestock
- Sales and Advertising On Campus
- Scholarships (Internal)
- Scholarships (Performance-Based)
- Small Balance Write-Off
- Stop Payment
- Supplanting
- Tuition Assistance
- Uncollectable Debt Write-Off
- Use of College Equipment
- Vehicle Fleet
- Academic Council
- Administrative Organization
- Authorized Signers
- Board Discretion
- Board of Trustees Meetings
- Board of Trustees
- Categories of Personnel
- Check Signing
- Debt Management
- Facilities and Naming Guidelines
- Financial Compliance
- Merger or Consolidation
- Organizational Structure
- Preceptorship Agreements
- President
- Reserve Funds
- Selection of Administrators
- Transcript Withholding
- Uncollectable Debt Write-Off
- Website User Privacy
- Accreditation
- Accrediting Bodies
- Alcohol/Drug-Free Workplace and Drug-Free Awareness Program
- Child Abuse Prevention
- Copyright Infringement
- Crime Awareness and Campus Security Act of 1990
- Degrees and Certificates
- Employment
- Essential Skills and Outcomes
- Ethics and Integrity
- FERPA
- Harassment
- HIPAA
- Mission Statement
- Notice of Non-Discrimination
- Open Records Requests
- Philosophy
- Publication and Logo Use
- Purposes
- Vision
- Academic Integrity
- Academic Load
- Accessibility
- Administrative Drop
- Bicycles and Other Mobile Devices
- Billing and Payment
- Code of Conduct
- Copyright Infringement
- Credit Hour Definition
- Crowd Control at College Sponsored Activities
- Dorm Credit Hour Requirement
- Emotional Support and Service Animals
- Fairness in Women's Sports Act
- Financial Responsibility Agreement
- File a Complaint
- Grade Appeal
- Indigenous Student Tuition
- International Students and the Law
- Interrogations and Investigations
- Parking
- Placement Testing
- Prior Year Charges
- Proctoring
- Refunds
- Satisfactory Academic Progress (Academics)
- Satisfactory Academic Progress (SAP)
- Scholarships
- Small Balance Write-Off
- Student-Athlete Drug Policy
- Student Complaint Guidelines
- Students with Disabilities
- Transcript Withholding
- Undocumented Immigrants
- Weapons
- Work Study and General Work Time
Human Resources
1255 S Range Ave
Colby KS 67701
hr@colbycc.edu
(785) 460-5406