Building and Facility Access

Handbook of Operating Procedures 8-1080

Building and Facility Access

University of Texas SealEffective March 27, 2017
Executive Sponsor: Senior Vice President and Chief Financial OfficerPolicy Owner: Associate Vice President for Safety and Security
I. Policy Statement 

It is the policy of The University of Texas at Austin (“University”) to manage and control access to all University buildings and facilities to enhance safety and security, while maintaining compliance with applicable laws, regulations, and associated policies. With few exceptions such as museums, libraries and during certain events, University owned buildings and facilities are not considered open to the public. Access to University buildings and facilities is therefore generally restricted to employees (including faculty), students, University affiliates ("affiliates") and invited guests.

II. Reason for Policy 

To define standard hours of operation for University buildings and facilities and outline access procedures in order to enhance campus safety and security.

III. Scope & Audience 

This policy applies to all employees (including faculty), students, invited guests, affiliates, contractors, and any other person present on University property with respect to hours of operation and access control of buildings, facilities, and other University owned or leased property.

IV. Definitions (specific to this policy) 
Authorized Representative:

An authorized representative is any member of the Board of Regents, executive or administrative officers of the U.T. System Administration or U.T. System institutions, public safety officers, and secondary delegates as determined by the rules promulgated by U.T. System or each institution.

Building Access Control System ("BACS"):

A system used by Information Technology Services ("ITS") and The University of Texas at Austin Police Department (“UTPD”) to electronically control access to buildings and facilities. BACS can be installed to limit access to areas or provide extra personal safety. Examples include, but are not limited to, door access systems requiring a University Identification Card (“UT ID”), panic/duress buttons, video security, property protection alarms, and intrusion protection systems.

Celebrated Entrance:

An entrance used by employees (including faculty), students, invited guests, affiliates, contractors, or any other person authorized to be present during restricted access hours. A celebrated entrance is an obvious and inviting entrance to University buildings and facilities. Each building and facility will have at least one celebrated entrance that is wheelchair accessible. In addition to the required UT ID card and video camera, a celebrated entrance may include an oversized entry gate or door, decorative paving, increased lighting, increased landscape, other decorative features or signage uniquely identifying these entrances from other entry points.

General Purpose Classroom ("GPC"):

Spaces on campus which are designated for use as a classroom and designated as such by explicit agreements between academic deans, the executive vice president and provost, and the vice provost and registrar.

Restricted Access Hours:

A specified time period during which all exterior doors on a building are locked, with general access authorized only through a BACS-equipped celebrated entrance for persons authorized to enter a building or facility.

V. Website (for policy) 
https://policies.utexas.edu/policies/hop/8-1080
VI. Contacts 
Contact Details Web
The University of Texas at Austin Police DepartmentPhone:512-471-4441 Answered 24/7Website:
Information Technology Services HelpdeskPhone:512-475-9400Website:Email:help@its.utexas.edu
Facilities Service CenterPhone:512-471-2020 Answered 24/7Website:Email:facilities@austin.utexas.edu
Campus Safety and SecurityPhone:512-471-5767Website:
ITS Badge Access SystemPhone:512-471-6878Email:seccontrol@its.utexas.edu
VII. Responsibilities & Procedures 

Pursuant to Section 51.209, of the Texas Education Code, and Board of Regents’, Rule 80101, all persons, regardless of University affiliation, should be prepared to show a valid identification card upon request. A person affiliated with the University must present a valid University-issued identification card. Persons must disclose University affiliation or, if no affiliation, their purpose for being present in University owned buildings, facilities, or property, if requested by an authorized representative.

 

  1. University Buildings and Facilities Access

General access to University buildings and facilities is restricted to employees (including faculty), students, invited guests, affiliates, and contractors at all times except those buildings where the public is expressly invited, such as museums, libraries and at certain events. University facilities are not public facilities.

 

  1. General Purpose Classroom ("GPC") Buildings and Facilities

The opening and closing hours of these buildings and facilities are established by the Office of the Executive Vice President and Provost in conjunction with the Office of the Registrar. The registrar serves as the central scheduling unit for approximately sixty percent of the classrooms on the University campus. The purpose for scheduling hours of operation is to provide facilities for classes and examinations along with providing meeting space for employees (including faculty) and students as well as university events.

 

  1. GPC buildings and facilities must be accessible from 6:00 a.m. until 11:45 p.m. seven days a week and during University holiday periods.
  1. GPC buildings and facilities will be opened at 6:00 a.m. Monday through Friday and will remain open until 7:00 p.m., at which time GPC buildings and facilities will transition to restricted access hours and patrons will be required to enter through the building’s celebrated entrance.
  1. Unless modified by the authorized scheduling authority, restricted access hours will remain in effect on weekends, and University holidays. Access and entrance to a building or facility will be granted through BACS using an authorized UT ID Card at the celebrated entrance. If there are special requirements for access, arrangements must be requested through Information Technology Services ("ITS") at 512-475-9400.
  1. During restricted access hours, entrance to buildings will be granted through a Building Access Control System ("BACS") which requires an authorized UT ID Card to gain access through a celebrated entrance. The celebrated entrance will have video or other surveillance equipment recording individuals who enter or exit.
  1. For GPC buildings and facilities not equipped with BACS, all but one exterior door will be physically locked no later than 7:00 p.m. each day. Only authorized individuals will have access to enter buildings or facilities once locked.
  1. Non-General Purpose Classroom ("non-GPC") Buildings and Facilities

Non-GPC buildings and facilities have different opening and closing times.

 

  1. The open and restricted access hours of buildings and facilities that do not have GPCs are determined by the senior University official having responsibility for the building or facility. If there is more than one unit/department in the building or facility, consideration must be made to reasonably accommodate all units/departments.
  1. Non-GPC buildings and facilities will be open Monday through Friday no later than 7:00 a.m. and will remain open until 7:00 p.m., at which time they will transition to restricted access hours and patrons will be required to enter through the building's celebrated entrance.
  1. Unless modified by the authorized scheduling authority, restricted access hours will remain in effect on weekends and University holidays. Access and entrance to buildings or facilities will be granted through BACS using an authorized UT ID Card at the celebrated entrance. If there are special requirements for access, arrangements must be requested through the BACS control office ITS at 512-475-9400.
  1. During restricted access hours, entrance to non-GPC buildings and facilities will be granted through BACS which requires an authorized UT ID Card to gain access through a celebrated entrance. The celebrated entrance will have video or other surveillance equipment recording individuals who enter or exit.
  1. For non-GPC buildings or facilities not equipped with BACS, all but one exterior door will be physically locked no later than 7:00 p.m. on each day. Only authorized individuals will have access to enter the buildings or facilities once locked.
  1. Penalties for Violation of this Policy

It is a violation of University policy to permit unauthorized individuals to enter into buildings and facilities restricted from general public access by deliberately disengaging, deactivating, or otherwise circumventing locking devices or other security measures intended to control building and facility access. Persons who violate this policy are subject to disciplinary action in accordance with relevant University discipline policy.

VIII. Forms & Tools 

HOP 4-1020-PM Keys to University Facilities

XI. History 
None