Please read the following questions and answers, which will help you understand the goals of the system, its necessity for your activities, and the steps in the process to acquire some sort of access control for your facility.
- What is Access Control?
- What types of access control are available?
- Why is a centralized access control system needed?
- Who will monitor the system?
- What about camera systems?
- Who funds the cost of any access control system?
- What is a Web Client, and how does it work?
- This sounds complicated. How do we make changes or add new staff?
- Do the police have to respond if there is an employee error?
- Is there a difference between security and access control?
- Can I use my UW ID for my access card?
- Can I carry two cards if I work in two places?
- How do I obtain an access (proximity) card?
- What is the cost of a proximity card?
- As a project manager, researcher, or building manager, how can I apply to get access control in my work areas/labs?
Answers
Access Control (AC) is a term used to express how a building or room is secured and entrance and exit is controlled. This can range from a simple key lock, to a high-security key (non-duplicative), to proximity card access with biometric readers (such as a fingerprint). A proximity (prox) card is an identification card with an internal antenna/chip programmed with authorized access codes. For our purposes, access control does not include doors simply secured by a common, utility key. Building managers should still keep accurate records of all keys issued.
What types of access control are available?
Campus Standards for Access Control allow for many types of door configurations. The UWPD will work the building users to design a system that will best meet the customer needs. Further information will be provided once an access control system has been requested.
Why is a centralized access control system needed?
In the past there were a number of disparate systems across campus providing various levels of access control. These systems were of various quality and reliability and there was no central point that monitors door activity. Access control is used to be sure that only authorized people are in buildings or restricted areas, and in some cases to provide security and police response where needed. A central system will allow the UW to be sure the right people are in the right places at the right times.
High security sites will be monitored by the UWPD Communications Center. This will allow for a rapid response of police personnel in the case of a security breach. Lesser secure areas can be monitored by either UW Security personnel or door events can simply be recorded for later review and audit by a building manager. Some buildings will be able to control their own access control systems through an Andover Web Client (see Web Client definition above).
Generally, higher security buildings or rooms will be monitored by cameras. These cameras are able to record when someone enters or leave a secure area, as well as monitor the perimeter of high security buildings. These cameras can be viewed by the UWPD Communications Center staff as needed. Cameras may be placed in lower security buildings to monitor who enters and exits, as well as in areas where suspicious activity can be monitored. Cameras will also record activity for 30-60 days as needed. It should be noted that the Family Educational Rights and Privacy Act (FERPA) has deemed that video records of students falls within the scope of FERPA. University Legal Services have issued the following opinion:
"The integrated security camera system is fully operated and controlled by the UWPD. Images and records associated with system are created and maintained by the UWPD for a law enforcement purpose and do not constitute educational records under the Family Educational Rights and Privacy Act. Access to security cameras, images or other associated records requires express written permission from the Department per its protocol for release of law enforcement records."
Additional information about FERPA is available from the Office of the Registrar.
Who funds the cost of any access control system?
Most funding for access control will come from the department making the request. However, if access control is mandated by internal or external regulations (red buildings), there may be a cost sharing with the overall campus administration. Blue or green buildings requesting some sort of access control will usually be required to fund the system through their own budgets.
What is a Web Client, and how does it work?
The Andover system is so versatile that some access control systems in lower security buildings will be able to maintain and monitor their own system via the Web. For example, a building manager will be able to enter and delete personnel as needed on any computer (password protected), and in addition, can change door opening schedules, monitor who is coming and going from the building, and lockdown the facility if need be.
This sounds complicated. How do we make changes or add new staff?
The Web Client software is very user-friendly and all designated staff will be trained on its use once it is installed in a building. Once employees are entered in the database, the building manager or designee can approve the door group to which they would have access, and when an employee leaves the job, can take them out of the system with a simple checkmark.
Do the police have to respond if there is an employee error?
Police will respond to any of a number of breaches or employee errors in high security buildings or areas. In buildings with less security, errors or equipment malfunctions can usually be handled by a building manager.
Is there a difference between security and access control?
Access control covers any kind of monitoring and recording of door activity. Security applications by themselves, only apply to a select group of campus buildings.
Can I use my UW ID for my access card?
Eventually it is the intent of the campus to have a “one-card” system. Currently students, faculty, and staff are issued a campus ID as well as a proximity card for access to their work or living areas (UW Dorms). For now, each person in an access controlled office or dormitory will have to carry a proximity card in addition to the regular UW ID card. In the future, we hope to combine all cards into one.
Can I carry two cards if I work in two places?
No, each person will only be issued one proximity card. On that card will be the person’s name, title, and the affiliation that requires an access card. For example, if you are a graduate student, and also work as a lab assistant, you will have to choose what appears on the face of your ID card. Cards are programmed through software to give access wherever needed, even in multiple sites, and can be changed as needed.
How do I obtain an access (proximity) card?
If the building or area where you work or live requires an access card, you must bring a completed Access Card Request Form, your University ID and one other government-issued ID such as a driver's license to the UWPD Access Card/ID Station, 1st floor rear (west door) of the Air Force ROTC building, 1433 Monroe Street, Madison. Please call 608.265.3279 for days and times for general carding. Your Department Authorizer must sign your request form.
What is the cost of a proximity card?
Departments will be charged a per-card fee based on actual costs. Currently each card will be billed at $15.00. High security cards (Smartcards) will be slightly higher.
As a project manager, researcher, or building manager, how can I apply to get access control in my work areas/labs?
The first step in requesting access control is to go online to the Physical Plant website and fill out a CARS request. Then take the request to your Associate Dean or their designee for initial approval. Once the Physical Plant receives your approved request, it will be assigned a job number, and then will be sent to UWPD for review. Depending on the security level of your building or work area, a priority will be set for implementation. Obviously, a “red” building will usually take precedence over a “blue” or “green” building.
