Door Access Control & Keys

• The current Policy: 3-105.1: University Keys and Access Control •

UCF ID Cards

Adding UCF ID Card Access

• The individual requesting access should discuss the need with the faculty member or faculty member(s) if it is a shared space, to obtain a list of any required training or documents.
• For labs or rooms that require training, the faculty member should wait until they receive a notification from EHS stating that training is complete BEFORE they confirm access should be provided.
• Then, the individual requesting access should complete the appropriate electronic form using the link below:

Door Access Request

• The electronic form is then routed to the “University Access Control Representative (UACR)” associated with the department (see list below).
  • The University Access Control Representative should confirm with the supervisor that the required training has been completed.
  • The request must be reviewed/approved by the chair/director if one (or both) of the following situations exists:
    • If the individual is not affiliated with the university or potentially has a conflict (e.g., works for an outside company)
    • If the access is for a sensitive or restricted access room.
• The door University Access Control Representative will forward the online request to the College of Science’s Dean’s Office for implementation to cosdooraccess@ucf.edu

Removing Key Card Access

Removal of ID card access is initiated by the University Access Control Representative sending an email to cosdooraccess@ucf.edu with the name of the individual(s) whose access needs to be modified or removed.

Reviews

• The Dean’s Office will initiate a review of all ID card access after the end of each semester.
• Each unit will need to confirm the access and the individuals’ affiliation with UCF to retain access.
  • If not confirmed, an individual’s access will be removed automatically
• Access for anyone whose affiliation is changing from UCF employee or UCF student to volunteer will need to provide the supporting documentation (i.e., completed and approved volunteer agreement).

Metal Keys

Traka Boxes

The university utilizes the Traka Box system to distribute keys during work hours for university-related Purposes. Please visit the Trak Box Services Page for more information.

Adding/Issuing Metal Key(s)

1. The individual requesting metal key(s) should discuss the need with the appropriate Faculty member, staff, or Department Chair, to ensure the Department policies are being followed.
   1. In a building with key card access, the issuing of metal keys is limited, especially for spaces designated as sensitive or restricted access rooms, including laboratories.
      • It may be acceptable for the Dept. Chair, Administrative Staff, and the Faculty/PI to have a metal key for their lab.
2. If approved, the key request is submitted via the Facilities Operations workflow in PeopleSoft. Every department has designated a University Access Control Representative (UACR). The UACR has access to submit key requests (see list below).

Removing/Returning Keys:

1. 1. 1. When a key holder is no longer an employee or no longer needs to have access to a particular room for which a metal key was issued, the respective metal keys issued to the key holder must be returned to the Department.
      2. Metal keys will then be returned to Facilities Operations by the UACR.

Lost and Stolen Keys

• If a key is lost or stolen, it is required that a report be made to the UCF Police Department and the UCF locksmith.
• Consider the option of re-keying the locks of any affected spaces from which keys are missing. This should be discussed with the department chair and/or the COS Facilities Office.

Planning

• Each department has a specific plan for the assignment, requesting, and recording of keys issued to employees.
• The typical keys issued to a faculty or staff member of a department are: his/her office, outer door key, and main office key.
• Keys should not be routinely issued to students unless they are Graduate Teaching Assistants or Graduate Research Assistants and then under the supervision of their assigned faculty member.

The departmental University Access Control Representatives, who are responsible for approving requests, managing keys, and ensuring that access is terminated appropriately are listed below:

* = Responsible for issuing metal keys