Assignment and Management of Building Access Privileges
The purpose of these guidelines and procedures is to help define, for the campus community, what the expectations are for the assignment and management of access privileges through the Card Access System.
These procedures are valid for all individuals in possession of a valid TCNJ Campus ID Card (Get It Card) and include the assignment of access privileges to buildings and specialized applications. Parking Access is managed jointly by Office of Student Accounts and the Office of Access Control Services (Access Control).
Throughout this document, all references to requests made to the Office of Access Control Services must be made via e-mail to firstname.lastname@example.org . Requests must include the following:
- The full name of the individual needing access
- The 6-digit PAWS/employee ID number
- Description of what access is being requested
Simple requests for up to 25 individuals can be made via e-mail. Requests for a greater number of individuals must be submitted as an Excel spreadsheet attachment completed in the manner requested by Access Control. Large or complex requests must be completed in consultation with Access Control prior to being submitted.
E-mail requests must be sent from the e-mail address of the supervisor or other individual authorized to make such a request. Requests from non-authorized individuals will not be processed.
For additional information, this website is organized by the following topics:
- General Residential Access
- Residential Early Arrival Access
- Summer Residential Access Requests
- Specialized Residential Access Requests
- Residential Student Access Closeout
- Faculty and Staff Access Requests
- Faculty and Staff Access Revocation
- Specialized Access Requests
- Contingent Worker Access
- Addressing of Questions or Concerns
General Residential Access shall be defined as access to residential facilities being assigned to the general residential population for the fall and spring academic terms. General Residential Access is completed through an automated import process maintained jointly by Information Technology, Residential Housing and Education and Access Control.
Once the import is complete, Access Control will verify privilege assignment numbers to ensure that the assignments are accurate and that the correct number of students have access to the appropriate residence halls. Access Control shall make any necessary changes in the privilege assignments to ensure the integrity of the system and the safety of the campus.
During the academic term, changes to the general residential assignments (i.e. building assignment changes, student withdrawals, student removals, etc.) are handled through the automated process described above. Student removals or any situation posing a possible security risk will be processed manually by Access Control immediately upon receipt.
Residential Early Arrival Access shall be defined as access to residential facilities being assigned to approved individuals prior to the official beginning of the academic term and semester move-in.
The Office of Residential Education and Housing shall manage the early arrival process and compile the complete list of approved early arrivals. For both the fall and spring semester, as well as access needed for various breaks (spring break, winter break, etc.), the Office of Residential Education and Housing shall provide Access Control with a complete list of approved early arrivals no less than two weeks prior to the first early arrival access being requested. Any changes to the original list must be provided to Access Control immediately as those changes become known. Requests received less than two business days in advance of date access is needed cannot be guaranteed to be completed by the required date.
The Office of Residential Education and Housing shall manage the residential summer program excluding programs coordinated by the Office of Conference and Meeting Services. The Office of Residential Education and Housing shall provide Access Control with a complete list of approved summer residents no less than two weeks prior to the first summer resident access being requested. Any changes to the original list must be provided to Access Control immediately as those changes become known. Any request received less than two business days in advance of the date access is needed cannot be guaranteed to be completed by the required date.
Given the unique nature of the residential program, specialized access requests are routinely required for the successful implementation of the residential program and for the safety and security of the residential population. Specialized Residential Access Requests must be submitted to Access Control and will be processed within two business days of receipt.
On an annual basis, on the last day of the spring semester, a mass privilege revocation will occur for all residential students to ensure the integrity of the system’s data and the safety and security of the residential populations. The revocation will be performed annually by the Office of Access Control Services.
Requests for access for faculty and staff must be submitted to Access Control via e-mail from the direct supervisor of the individual needing access. Any requests for campus-wide access or access to sensitive areas will be submitted to the appropriate department head or President’s Advisory Council member for approval. Final authorization will be granted by the Associate Vice President for Facilities and Administrative Services. Requests for access for members of any College Board (Board of Trustees, Alumni Board, etc.) and for Emeriti faculty or staff shall be also follow these procedures and must come from the appropriate TCNJ office. All access requests for faculty and staff will be completed within one working day of receipt. Any supervisor needing an employee’s access privilege changed or revoked for any reason must notify Access Control to request said action.
In conjunction with the Office of Human Resources, any faculty or staff member who is separated from The College will have all access privileges revoked immediately.
As we expand the card access system, new and unique applications will be developed. Currently, the card access system can also access elevators, computer labs, and other specialized areas. Requests for access to these areas must be made to Access Control by the supervisor of the employee needing access. Requests for specialized access will be completed within two business days of receipt.
Access Control does not supply ID cards to contingent workers. The Office of Card Services and Human Resources provide this service. Contingent Worker Requests.
During normal business hours, questions or concerns regarding access to buildings and other areas as noted in this document should be addressed to the Office of Access Control Services via e-mail at email@example.com .