Administrative Policies and Procedures
To set forth the procedures for institutional control of and to provide departments with procedures for requesting intrusion alarms and CCTV equipment.
The University of Alabama Police Department-Security Technologies Area must install or approve the installation of all alarm and CCTV equipment used on The University of Alabama campus.
INTRUSION ALARM PROCEDURES
- Prepare memorandum or contact Chief Technician with a request.
- List the following
information on the memorandum or phone request.
a. Reason/Need for an alarm.
b. Building and room/area to be covered by the alarm.
c. On-Call list
- List Account
number responsible for equipment cost and annual monitoring fee.
SECURITY TECHNOLOGIES AREA
- Security Systems
Chief Technician will review the request. The technician will then make
appointment with the departmental representative for an on site security analysis.
- Chief Technician will then determine equipment needed and prepare a cost estimate.
- With the approval of the requesting department the equipment will be order.
- Chief Technician / Security Systems Technician II will install the equipment and provide operational training.
- Chief Technician will keep an up to date file on each system. The technician will also keep the dispatcher alarm-monitoring screen up to date.
To set forth the procedures for Institutional control of keys and to provide procedures for requesting keys. To protect campus facilities through strict accountability for keys issued to faculty, staff and students.
A functional and working key control system enhances campus security. Every effort should be expended to provide convenience while ensuring that security measures are not violated. Keys will be issued faculty and staff on the basis of need. Students who require access to campus facility areas must receive their keys through a faculty or staff employee. (Students who require access to electronically controlled areas will be authorized by submission of a signed key request form signed by the respective department head.) The number of keys will be kept to a minimum. All key request must be submitted on a key request form following the procedures outlined herein. The issuance of Grand Master Keys will be issued on a limited basis.
Terminating employees must return all keys issued to them prior to departing campus.
KEY ISSUANCE PROCEDURES:
Prepare a University of Alabama Key Request Form for all key requests, including access to electronic locks. If multiple persons need access to the same electronic lock, then all can be listed on the same form.
List the following information on the Key Request Form.
a. Name of person to whom key will be issued
b. Date of request
e. Telephone number
f. Building for which key is requested
g. Room. If this is a door key, list room numbers, or indicate exterior door. If other than a door is needed, specify desk key, file cabinet key, etc. under "Room" on the Key Request Form. (A charge of $2.00 per key.)
h. If more than one (1) of the same key is needed, list each separately.
i. Purpose for key request
j. Department Head signature is required for all requests.
Forward All Key Request Forms to the Keyshop.
Review key request to ensure all information has been provided. Create a work order and forward to the locksmith.
Enter key request information into the key control inventory system. Complete work order.
Contact Department Head and advise that keys are ready for pick up. Departmental representative will have to sign for the keys. If special handling is required arrangements will be made to deliver keys to the requester.
File a copy of the completed work order.
Faculty, staff, and students must sign for each key received. A completed key issuance form with the keyholder's signature must be on file at the keyshop for all keys issued.
KEY RETURN PROCEDURES
The terminating employee must return all keys to the issuing department.
Transferring employees must return keys to the issuing department. New Keys will be issued as appropriate following the procedures for issuance of keys.
LOST / STOLEN KEYS
All lost/stolen keys must be reported to the University of Alabama Police Department
as soon as possible and a copy of the report forwarded to the Key Shop. If lost keys are found or returned to Key Shop, UAPD must be notified to clear their reports.
To set forth the procedures for institutional control of locks and to provide departments with procedures for requesting door locks and changes in lock keying. To protect campus facilities and equipment.
The University of Alabama Police Department-Locksmith Area must key all locks on campus. Locks in each building must be keyed to their Building Master key System. Exceptions to this policy must be justified and approved by the Department Dean and by the UA Police Department.
LOCK/KEY CHANGE PROCEDURES
Prepare memorandum or phone in work to be done.
List the following information on the memorandum or phone order.
a. Is request for a new lock or lock change?
b. Building for which new lock or lock change is requested.
c. Room number for new lock or lock change is requested.
d. Type of lock needed (door, desk, file cabinet, etc.)
e. Reason for requesting new locks or changes.
f. Number of new keys needed.
List Account Number to be charged for services.
Receive request from Departments. Review to determine if all, information has been
provided. Create work order and forward to the locksmith.
Locksmith will coordinate implementation with Department representative.
Unresolved questions will be brought to the attention of the Police Captain in
charge of the Key Shop.
Do appropriate work as outlined on the work order.
Forward the completed work order to the office associate for billing and filing.