Card Access, Chargeback, and Safety Policies

General

It is an RIT goal that all buildings have a card reader installed on at least one exterior entrance door (and that eventually no building occupant is issued exterior door keys). Decisions to expand the number of new card access systems for interior doors shall be based on the desire to enhance security measures for the given area. Factors to be considered could include: a) the nature/need of changing access privileges for RIT community members, b) the need to provide a secured environment for research purposes, or c) other compelling business reasons for providing a more controlled access environment.

RIT has selected the Lenel system as our campus standard with a preference for installations to be hosted on an ITS managed server (as opposed to stand alone server) to allow managed interface with various campus data bases.

Public Safety has the over-all responsibility for the administration of card access on campus. In that role, Public Safety must pre-approve all departmental requests for new card access system installations, or enhancements or changes to existing installations. In addition, Public Safety will coordinate with the department on the business rules (i.e. who can enter at what times etc.) established for granting access. Public Safety shall be the after hours point of contact for Residence Hall students who have lost their cards. Public Safety shall maintain an inventory of all Institute card reader systems and details on how they are administered (i.e. - assigned department, contact name, who administers changes in access authority).

Facility Management Services (FMS) has the responsibility for managing all new installations approved by Public Safety and maintaining/funding card readers placed on exterior doors (note the Residence Hall exception below).

Individual departments requiring card access systems for interior doors shall be responsible for funding their installation and ongoing repairs. Those with existing systems will be responsible for funding on-going repairs or the deactivation/removal of the systems. Housing Operations (HO) shall be responsible for funding the installation and repair of all - interior and exterior - Residence Hall doors. Additionally, departments shall be required to designate a systems administrator (referred to as a "client seat") to oversee the use of their equipment.

Technical Systems Group (TSG) is a Lenel value added reseller (VAR) with whom RIT has entered into an exclusive three year contract through February 2017 to supply and maintain this equipment. All TSG invoices should be sent to RIT Accounts Payable, 7 Lomb Memorial Drive and must always reference a purchase order number.

Procedures

1. New installations and/or equipment upgrades
   • FMS and TSG will refer all such requests to Public Safety for processing.
   • Departments requesting card reader installation must designate a "systems administrator" who will be responsible for (1) working with Public Safety on establishing the business rules for their card access program, and (2) maintaining their department's data base of approved system users.
   • If approved by Public Safety, FMS will request a quote from TSG and (assuming funding is available) issue a separate, per project purchase order to TSG.
   • Each new card reader must be "licensed" on the system and each license supports 64 readers. This means that some installations may be covered under a pre-existing license whose capacity has not been reached, while other requests may trigger the need for a new 64-reader license. When this occurs, the cost of the license must be borne by the requester however that requester is not guaranteed that unused capacity on this new license will be reserved for them.
   • In rare circumstances Public Safety may direct TSG to install equipment without going through FMS. In such cases Public Safety shall issue the PO.
   • TSG must indicate this PO number when they invoice.
2. System Upgrades & Maintenance
   • Under RIT's agreement with Lenel, annual software upgrades are provided at no cost. Installation by TSG however is chargeable.
   • Public Safety budgets and funds this work.
   • Public Safety shall issue a "2 line blanket PO" - one line for FY 15 and one line for FY 16 - to cover the cost of this upgrade and any other systems related maintenance.
   • TSG must indicate this PO number and Department Requester when they invoice any systems upgrades or maintenance work.
   • Information & Technology Services (ITS) hosts this software on a single dedicated server; someday another server may be required and/or it will need to be replaced. ITS will need to give advance notice to Public Safety on server capacity issues.
3. Maintenance of Readers and Controllers
   • FMS shall issue a "2 line blanket PO" - one line for FY 15 and one line for FY 16 - to cover the cost of maintaining all exterior door card readers and any controllers which serve only exterior doors.
   • HO shall issue a "2 line blanket PO" - one line for FY 15 and one line for FY 16 - to cover the cost of maintaining all (interior and exterior) Residence Hall card readers and controllers.
   • In both a. and b. above, FMS shall generally place the service call to TSG however Public Safety may also make this call.
   • Individual departments with card access systems on interior doors must call TSG directly when they require services and provide their own purchase order or arrange for payment by their procurement card.
4. Although the intent of these procedures is to clarify card access issues, its rules would generally apply equally to other security system devices, whether stand alones or incorporated into the Lenel system.

Academic and Recreational Facilities

All campus roadways, parking lots, and buildings are regularly patrolled by Public Safety Officers, student officers, and contract officers. All vehicles operated on campus must be registered with the Public Safety Parking Division and each vehicle owner is provided with a Parking Guide which also denotes the locations of the blue-light courtesy call boxes on campus. Many parking lots are also monitored by closed circuit television cameras.

Several campus buildings are equipped with intrusion alarms and access control systems which are monitored by Public Safety's 24-hour central monitoring station. Communication Officers monitor all alarms and incoming telephone emergencies and coordinate the response of all emergency personnel and equipment to campus. Students, faculty and staff at RIT have access to academic, recreational, and administrative facilities on campus during normal hours of business and designated hours on weekends. Deans, directors, and department heads may submit After-Hours Authorization Forms to Public Safety that allow individuals access beyond normal building hours.

Residence Halls

More than 3,000 students and Residence Life staff live in the campus residence halls. Residence Life staff members are trained and instructed in the enforcement of residence hall policies.

Door and elevators leading to residential floors are locked 24 hours a day. Student rooms in the residence halls are equipped with deadbolt locks and all windows have locking devices. Students are provided with individual keys to their rooms and the exterior doors of the residence hall in which they live. The RIT ID card provides access to the main exterior doors of the residence hall in which they live by swiping the card reader.

Apartments and RIT Inn & Conference Center

Public Safety provides regular security patrols in the five RIT operated apartment complexes and the RIT Inn. Public Safety staff also distribute important safety and security notices to inform residents of reported incidents considered by RIT to be a threat. All RIT operated apartments are equipped with deadbolt locks and all windows have locking devices. Exterior lighting surveys are conducted annually in the apartment complexes and lighting issues are immediately reported to Housing Operations for repairs.

RSAs assist in a variety of fire-related matters (evacuations, fire extinguisher inspections, etc.) and assist in distributing important safety and security notices from Public Safety in a timely manner.

Blue Light Call Boxes

Highly visible blue light call boxes are located campus-wide and are not just for reporting emergencies. If you need a vehicle jumpstart, vehicle lockout assistance, or an escort to your car, press the large red button and your call will automatically be connected to the Public Safety dispatcher. After the button is pushed a small red light will appear which means your call is being dialed to Public Safety. The light turns green when your call is answered by the dispatcher. The dispatcher knows your exact location and if you cannot communicate for any reason, an Officer will immediately respond to assist you.

1. Effective FY09, all departments and facilities defined as support or auxiliary services of the University, auxiliary to its academic function, are charged for security services on a square footage basis. Some of these areas include the National Technical Institute for the Deaf, Residence Halls, Dining Service, etc. The percentage of square footage of each auxiliary or NTID area (area net square footage divided by the total net square footage of the campus) is multiplied by the Public Safety Department’s operating budget. Square footage figures are provided by Facilities Management.
2. Safety or parking coverage for special events, regardless of the initiating department, is available by contacting John Connelly of the Parking and Transportation Department. Information regarding rates for full-time and contract officers is available through his office 585-475-7848 or jccfms1@rit.edu. Safety and security staffing needs for special events other than parking lots can be referred to Public Safety Lieutenant Jim Entwistle at 585-475-5168 or  jxecps@rit.edu.