After Hours Access to Campus Buildings Policy

After Hours Access to Campus

Buildings Policy

Office of Accreditation & Authorization / Revised 9.2022

Policy Title:

After Hours Access to Campus Buildings

Issued By:

Department of Safety & Security Services

Responsible Office:

Campus Services

Responsible

Officer:

Vice President, Campus Services

Effective:

August 27, 2009

Last Revised:

September 2017; July 2022

Next Scheduled

Review:

September 2020; July 2025

Policy Statement: No person shall enter or remain in any University owned or leased building

when the University is closed. Exceptions are permitted only in the case of an

emergency or if access to University buildings has been scheduled in advance,

provided the appropriate notifications have been made as outlined in the

guidelines below.

Purpose: This policy provides guidance regarding the practices related to building access

on campus during times when Franklin University is closed. This policy is

intended to assist with the reasonable safety and security of all persons

entering campus buildings to engage in University business after regular

business hours.

Scope: This policy applies to all persons affiliated with the University, including outside

vendors and contractors.

Definitions:

Employee – Any faculty or staff member conducting official business on behalf

of the University

Student – A person formally enrolled in a course of study at Franklin University

Emergency After Hours:

• Work that is unplanned and necessitated by an unforeseen set of

circumstances that require access to the infrastructure or facility and

immediate response by the University.

• An employee’s personal health and welfare issue that requires the

individual to enter a campus building when the University is closed.

(e.g., medication left in office, personal items needed immediately, etc.)

After Hours Access to Campus

Buildings Policy

Office of Accreditation & Authorization / Revised 9.2022

Scheduled work after hours of when the University is closed – Due to the

nature of duties being completed, the employee must work during hours the

business unit would not normally be operational or staffed and/or the work can

only be completed when the University is closed. The work is planned for and

scheduled in advance in order for the University to address the safety and

security of those employees working.

Holiday – Any officially recognized day the University has decided to close.

Typical holidays are Christmas Eve, Christmas Day, New Year’s Day,

Thanksgiving Day, Independence Day, Labor Day, Memorial Day, and Martin

Luther King Jr. Day.

University Closed – The period of time when no security officer is scheduled on

campus, including all University recognized holidays, times the University is

closed as outlined on the campus and buildings schedules and during periods of

inclement weather or other regional emergencies where University officials

may modify normally scheduled hours.

Building Access After Normal Building Hours – The period of time when a

building or business unit is not normally operational but a campus security

officer is scheduled on campus.

Policy Details:

Employee Access to University Property

University hours of operation have been established to meet and fulfill the

mission of the University. Building hours are posted on the University’s website.

Hours vary by location and building to meet the needs of the University. To

ensure the safety and security of its employees, the University is committed to

providing appropriate security measures during its normal hours of business.

Any employee who desires to access University property during normal hours of

operation, but in hours when the building or business unit is not normally

operational, (typically an area that is locked or vacant during normal University

hours during the weekend), must notify the on-duty security officer who will

ensure the alarm system is disarmed and provide verbal confirmation that it is

safe to enter the building.

An employee who is already on campus and desires to work after University

hours must notify the on-duty security officer to coordinate the intended time

of departure. Under no circumstances should an employee work beyond the

security officer’s scheduled hours.

No person shall enter any building when the University is officially closed. This

includes all holidays and scheduled break periods. Exceptions are permitted

only in the case of an emergency and require notification to the Director of

Safety & Security in advance of entry unless the employee has appropriate

After Hours Access to Campus

Buildings Policy

Office of Accreditation & Authorization / Revised 9.2022

information to disarm and rearm the alarm system for the building being

entered.

 Administrative approval from the employee’s supervisor must be

obtained prior to entry. The employee must notify the supervisor when

he or she enter the building and leaves the building if the circumstances

are not consistent with the scheduling section of this policy.

Scheduling Work After Hours

All employees scheduling work during a period when the building is scheduled

to be closed must first receive approval from their supervisor. The Department

of Safety & Security must be notified in advance (minimum of 48 hours) of the

scheduled work hours, including:

 Date

 Beginning and end times

 Building(s) accessed

 Employees working

When possible, a security officer will be scheduled to work during this pre-

determined period of time. At a minimum, the local police department precinct

will be made aware of the employees being on campus. The Director of Safety

& Security or a designee will be responsible for initiating this notification. If a

security officer cannot be scheduled, a minimum of two employees must be

assigned to complete the work required.

Unscheduled Work After Hours (Emergency Purposes)

Unscheduled work after hours should be avoided unless it is determined that

the emergency incident must be resolved immediately. All employees working

during this time period must first receive approval from their department

supervisor. As there will be no security present on campus, a minimum of two

employees must be assigned to complete the work required. At least one of the

employees must have appropriate information to disarm and rearm the alarm

system for the building being entered. The employee must notify their

supervisor upon entering and leaving the building.

In order to assure the safety of anyone coming on campus, it is necessary for

the employee to notify the local police department of his or her presence on

campus through the agency’s non-emergency phone number. The employee

will provide the following information when contacting the police department:

 Name of employee

 Name of building they will be in

 Approximate time in building

 Phone number they can be reached while on campus

Best efforts will always be made to have a second staff member present,

however, in cases of immediate need to technical emergency, and a second

After Hours Access to Campus

Buildings Policy

Office of Accreditation & Authorization / Revised 9.2022

staff member cannot be present, one employee will be permitted to enter the

building.

In these cases, the employee must have appropriate information to disarm and

rearm the alarm system for the building being entered and the employee must

notify their supervisor and/or department director upon entering and leaving

the building.

References:

Associated Policies

& Procedures:

Franklin University Employee Handbook

Campus Access Control Policy

Contacts:

Safety & Security Services 614-947-6913

VP, Campus Services 614-947-6080

On-Duty Security Technician:

 Main Campus 614-947-6902

Police Non-Emergency Phone Numbers:

 Columbus Division of Police 614-645-4545

University Regulations

 VP, Campus Services 614-947-6080



Senior VP of Administration 614-947-6540

Review/Evaluation

Timeline:

This policy will be reviewed every three years, or as needed.

Revision History: August 2009, April 2012, February 2013, February 2014, September 2017; July

2022

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