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]