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UNL Access Management Program. Building Access Associates Lora Meyers 2-0591 Sara Barent 2-8428 Megan Amundson 2-7624 Communications Supervisor: Julie Dosch 2-8418. UNL Key/Facility Access Policy.

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unl access management program

UNL Access Management Program

Building Access Associates

Lora Meyers 2-0591

Sara Barent 2-8428

Megan Amundson 2-7624

Communications Supervisor: Julie Dosch 2-8418

unl key facility access policy
UNL Key/Facility Access Policy
  • “The University of Nebraska-Lincoln developed this policy to ensure reasonable access to its Lincoln campus facilities while maintaining appropriate levels of security.”
unl departments
UNL Departments
  • Building Systems Maintenance Division: Creates physical keys, installs and maintains door locks and card readers.
  • Police Department: Maintain official records of High Security assignments and manage the centralized database used to track and order department issued keys.
  • All key requests and card access requests will be processed online by the UNL Police Department’s Building Access Associates and online website.
  • Authorized Person: UNL person granted departmental authority to have access to areas within their departmental control, in order to perform the necessary functions of their job
  • High Security Access: Areas requiring tighter access or restrictions (for example: exterior doors)
  • Interior Key: Key that provides access to interior space
  • Key Manager: Designated person to manage and control keys and access to specific departments
high security access
High Security Access
  • High Security Access is issued by UNL Police or its delegates
    • High Security Key Orders will be submitted through the On-line Access Management Program
      • Orders are submitted by Key Manager with the NUID number of the person taking responsibility for the key
      • This named person is responsible for obtaining the High Security Key from UNL Police
  • Key Manager is responsible for tracking the High Security Access for their personnel
  • Electronic High Security Access will be granted via NCard activation when possible. Otherwise, physical keys will be issued.
non high security access
Non-High Security Access
  • Key Managers may request interior keys and card access for areas assigned to their department.
  • Key Managers distribute and manage interior keys for department personnel
  • Key Managers are responsible for tracking the key distribution to its personnel
  • Key Manager submits a “New Key Order” with the department’s cost object into the On-line Access Management Program
  • Issued interior keys will be picked up from UNL Police Department by the requesting department’s Key manager(s).
logging in
Logging In


  • UNL Login: my.unl information
  • Username: unique to each person
  • Password: unique to each user
    • Forgot password/username helps in red at bottom of page
      • This will help you contact the University’s Computer Help Desk
ordering door keys
Ordering Door Keys
  • Getting Started:
  • Choose New Key Order from left pane
  • Department Drop down box will contain the department(s) you represent as Key Managers: Choose one
  • Enter Cost Object
  • Enter Quantity of Keys
  • Search for Key by ID number on key OR by building and door number
    • If you do not know the specific door number, leaving the door box blank, will produce a list of available doors (Make sure this is the correct door #)
  • Choose “Select” next to the correct key/door
    • This will direct you to a new page
  • Notes: Add if there are any special instructions, or information that the Building Access Department needs to know about the keys, please enter here.
    • For Example: Please call me at 2-2222 before cutting interior key for special problems with lock
ordering door keys1
Ordering Door Keys
  • Make sure to click “Add Item to Order”
    • This will direct you back to the ‘starting’ page
  • Search for another key/door if necessary
  • Current Items will be listed at the bottom of the page
  • When all keys needed are listed under “Current Items” choose “Review Order”
  • This will direct you to a new page to review your order information
  • Finally, choose “Submit Order” to complete the process.
  • If successful, a blank white page will display “Your order has been submitted”
key requests
Key Requests
  • The Building Access Department then receives your Key Request
  • The Key Shop then creates your key and brings it to the University Police Department
    • We ask for up to 24 hours from the time that we receive the request to the time that we are able to process it
    • If any challenges arise that we will exceed the 24 hour time limit, a Building Access Associate will contact you.
  • Once your order has been received at the University Police Department, you will receive an e-mail from “do not reply” stating that your key order is ready to be picked up
    • Only Key Managers for the department that ordered the key can pick them up
    • High Security keys have to be picked up by the person who’s NUID number was entered in the order form
  • This e-mail also contains information that your accounting office may want for reconciling purposes
key requests1
Key Requests
  • The University Police Department is located in the Northwest corner of the 17th and R Street Parking Garage
  • Parking is located in the Police Entrance to the parking garage in 30 minute Visitor stalls
  • Please enter the Bus Lobby and then into the Police lobby
  • You must present your NCard to collect your keys
  • We will scan your keys, your NCard and then print you a receipt.
    • Now the keys are ‘checked into’ your department.
    • You can now return to your office and “Check Out’ the keys to the staff taking possession of them.
    • If they are not checked out, they will remain in your department’s inventory list
card access request
Card Access Request
  • Enter NU ID number for the person who needs card access
    • Also choose Grant or Revoke Access
  • Expand the building associated with the door(s) needed
  • Check the boxes of the doors needed
card access request1
Card Access Request

Expanded Door Options

  • Comments: Comments about specific information such as Graduate Student, Staff Member, Affiliate, or any Card Holder Restrictions.
  • Expiration Dates: Required for Affiliates
  • It is the responsibility of the Key Manager for requesting access and the revocation of access for their departments.
  • Remove After:
    • By choosing a date on this calendar, an automatic reminder will be sent to the Building Access Department to remove access.
  • Choose “Submit Request”
  • This will prompt you to a new page, choose “Submit Request” one more time
  • A new window with “Your order has been submitted” should appear: your order is complete
  • For mass card access additions/deletions (+/- more than 10) please contact the Building Access Department at buildingaccess@unl.edu
card access order
Card Access Order
  • The Building Access Department then receives your Card Access Request
  • We will add or deny the necessary access
    • We ask for up to 24 hours from the time that we receive the request to the time that we are able to process it
    • If any challenges arise that we will exceed the 24 hour time limit, a Building Access Associate will contact you.
  • Once your order is complete you will receive an e-mail from “do not reply” indicating which doors were or were not added for each request
  • Please contact the Building Access Associates for any questions regarding these approved/denied areas
my orders
My Orders
  • “My Orders” can show key and card access orders in all stages of the process
  • Key Managers can also chose to order keys from this window and Add Door Access Requests

Can Select All, Incomplete, or Completed

check in check out
Check In / Check Out
  • Check In: Used by key managers to maintain who has turned in keys to the department, that are now available for the next person
  • Check Out: Used by key managers to maintain who has possession of specific keys
  • Inventory: Inventory reports can be ran on All Keys, or just those checked in or out
  • Inventory can also be ran by specific key holders and key numbers
problem reporting
Problem Reporting
  • Report Lost Key: Information goes into a centralized database
    • It is important to report lost keys so that we keep an accurate record of who is responsible for which keys, and to protect the security of our facilities.
legacy keys
Legacy Keys
  • Legacy Keys use the old UNL key numbering system
    • These keys might still unlock doors, but are not recognized by the On-line Access Management program
    • “Invalid Key ID”
  • Legacy Keys can be replaced by the UNL Key Shop free of charge
    • If switching out a large number, please make prior arrangements by contacting the Key Shop at 472-8083
personnel responsibilities
Personnel Responsibilities
  • Protect NCard and Keys from theft or loss
  • Do Not Duplicate, loan or allow others to use keys or NCard for entry
  • Assure doors are relocked after entering or leaving
  • Assume responsibility for the conduct of any person the key holder allows to enter a locked facility
  • Immediately notify UNL Police of NCard or key loss.
  • Return keys to designated department on demand and prior to separation from the University
  • Policy Highlights
  • Login/Out
  • Ordering Keys
  • Checking Out/In Keys
  • Reports
  • Problem Reporting
  • Troubleshooting Contacts
Thank you for your time and cooperation.

We have full confidence in this program and in our ability to serve the UNL community. Thank you!

~Building Access Associates