Physical and Electronic Access Control Policy

Policy Statement & Background:

None

Scope

This policy is applicable at all University owned or controlled properties (which may include leased properties), where the University designs, installs and/or maintains electronic physical security systems.

Policy:

Stony Brook University is committed to providing a safe environment for our community; physical and electronic access controls are important components of these efforts. While it is the responsibility of all members of our community to help maintain the safety and security of campus buildings/facilities, Enterprise Risk Management’s Office of Access Control and Lock Shop has centralized control and authority over all physical and electronic access control security measures. The following rules must be followed:

Keys

The Office of Access Control and Lock Shop is responsible for managing lock and key control processes and equipment for University facilities. This office is the only department authorized to issue, install, maintain, repair and replace locks, lock cores and keys throughout campus, with the exception of designated departments in the University Hospital.

Departments or building managers requesting keys must submit a work order request to the Office of Access Control and Lock Shop via the FIXIT work request system. All master keys will be issued to individuals with the approval of Enterprise Risk Management. Department heads, building managers and other authorized designees are responsible for obtaining employee signatures when keys are issued and returned. Upon separation from the University (i.e., termination, resignation, service retirement, vested retirement, etc.) or change in job function, all keys must be promptly returned to the issuing department. All master keys must be immediately returned to the Office of Access Control and Lock Shop. An exit checklist is available on Human Resource Services website. 

Campus Residences, the Long Island State Veterans Home, and University Hospital key requests should follow the processes set by these areas. All departments are responsible for costs associated with installation and replacement of keys and locks.

Individuals must return their University key(s) in a timely manner prior to separating from the University or upon a change in job function. Unauthorized use or duplication of a University key may result in administrative action. Unauthorized access or use of keys by students is also prohibited by the Code of Student Responsibility.

Electronic Card Access

The Office of Access Control and Lock Shop has the sole responsibility for the design, installation and maintenance of all electronic card access systems and associated databases on campus. The electronic card access is designed and maintained to secure campus, including but not limited to, facilities, buildings, critical infrastructure, residence halls/apartments, laboratories, etc.

All University ID Card holders seeking electronic card access to facilities must make such a request to the Office of Access Control and Lock Shop via their supervisor. Once such access is granted, all card holders are expected to comply with the level of access assigned for their individual use, as described by their supervisor. Electronic card access for residential students will be processed by Campus Residences. All other student access may be approved by Department heads or building managers, where applicable. 

Duplicating, testing, tampering, or otherwise altering or attempting to alter cards and/or card access systems may result in disciplinary action, consistent with collective bargaining agreements or the Code of Student Responsibility.

CCTV Cameras

The Office of Access Control and Lock Shop has the sole responsibility for the design, installation and maintenance of all CCTV cameras on campus. This Office is the only Department with the authority to oversee and perform all of these functions.  Individuals are prohibited from installing or utilizing third party vendors to perform any of these functions, which includes wireless cameras (e.g., Remote Doorbell Cameras).

Special requests to install CCTV cameras should be made to Enterprise Risk Management by emailing: accesscontrol@stonybrook.edu. Such requests will be reviewed for feasibility.

All CCTV camera footage will be maintained by the Office of Access Control and Lock Shop. Such footage is generally retained for a period of 60 days.

Intrusion Detection Systems & Panic Alarms

The Office of Access Control and Lock Shop has the sole responsibility to install and maintain intrusion detection systems and panic alarms on campus. All such systems installed will communicate with the UPD dispatch center, which serves as the central monitoring station for campus, and will respond to alarm activations. Departments requesting new system installations, modifications, and/or user alarm code requests must be directed to the Office of Access Control and Lock Shop. All system testing shall be conducted by UPD or the Office of Access Control and Lock Shop. Departments may not conduct any self-testing of such systems.

Compliance

Violation of this policy may result in disciplinary action and/or other sanctions, consistent with the collective bargaining agreements, in addition to criminal prosecution. 

Definitions:

Physical Security: the part of security concerned with physical measures, designed to safeguard people; to prevent unauthorized access to equipment, facilities, materials and documents; and to safeguard against a potential security incident.

Physical Security Measures: a device system or practice of a tangible nature designed to protect people and prevent damage to, loss of, or unauthorized access to assets. Such measures include keys, electronic card access, CCTV cameras, and intrusion detection systems and panic alarms.

Contact:

Additional information about this policy is available here:

Enterprise Risk Management

411 Administration Building

Stony Brook, NY 11794

(631) 632-9500

Office of Access Control & Lock Shop
Suffolk Hall

Stony Brook, NY 11794

(631) 632-6407
Accesscontrol@stonybrook.edu

Hospital Lock Shop, East Campus
Health Sciences Center

Room 040

Stony Brook, NY 11794

(631) 444-1959 (Primary Line)
(631) 444-1913

Campus Residences (Residential Operations)
Mendelsohn Quad Office

100 Circle Road

Stony Brook, NY 11794
(631) 632-6750

Long Island State Veterans Home (Physical Plant)
100 Patriots Road

Stony Brook, NY 11790

(631) 444-8780

Relevant Standards, Codes, Rules, Regulations, Statutes and Policies:

• Guests/Visitors Policy
• FIXIT, Work Request System
• Environmental Health & Safety, Laboratory Safety Policy
• Human Resource Services, Resignations Checklist
• Code of Student Responsibility