RE: request funds for electronic lock system for the campus center and hemenway hall

November 21, 2011

President, Campus Center Board

FROM: Sarah Yap

Student Union and Campus Life Director

Office of Student Life and Development
RE: REQUEST FUNDS FOR ELECTRONIC LOCK SYSTEM FOR THE CAMPUS CENTER AND HEMENWAY HALL

1. 
   SPECIFIC ACTION REQUESTED
   

It is requested that the Campus Center Board allocate funds to purchase an electronic lock system to enhance and increase accountability for non-public spaces within the student union. The intension of this project is to eventually convert existing door access spaces that are frequented by multiple users. We anticipate overall implementation to be phased in. The requested approval is for Phase 1 in converting the current lock system.

2. 
   RECOMMENDED EFFECTIVE DATE
   

Upon approval of funds, Campus Center Operations will begin the procurement process.

3. 
   ANTICIPATED COSTS
   

We are requesting up to $25,000 to implement Phase 1. We anticipate additional funds to be allocated per the voluntary repair and replacement reserve (891 Account) as part of the budget allocations.

4. 
   PURPOSE FOR ACTION REQUESTED & BACKGROUND
   

The use of an electronic lock system will enhance security and accountability for access of student union facilities. This includes doors in the Campus Center and Hemenway Hall. The current locking system is a hard key system. There are internal and external master keys that are assigned pending approval by supervisors and advisors of the respective areas. The proposed system will be an off line electronic access system that can be upgraded for wireless capability for future expansion.

1. 
   It is common for officers, members and staff of chartered student organizations and their programs to turn over frequently. However, it becomes an accountability challenge to ensure the proper distribution and collection of keys to the respective owners. Over the years, facilities management has had to account for loss or keys that have not been returned, causing breaches in building security.
   

2. 
   The wait time for new keys to be made can be at least two weeks. Coupled with having accountability concerns with existing keys and having to make new keys based on demand, this means that more keys are needed to be accounted for.
   

The following are benefits from an electronic lock system:

1. 
   Electronic keys using smart card technology will allow for increased accountability at the card level. All cards will be assigned to a card holder. Cards held by card holders who have left the University of is no longer valid can be deactivated without the collection of the card.
   

2. 
   Key cards can only be used for the assigned space.
   

3. 
   Card holders can be authorized to access various doors without having to be assigned more than one key or card. The one card key can be activated for multiple doors/accesses.
   

4. 
   The electronic lock system will be compatible with the One Card System.
   

5. 
   All entry and exits can be noted, allowing for the key administrator to determine if breaches in facilities security have occurred.
   

The locations for Phase 1 electronic lock installation are, but are not limited to: KTUH, loading dock, CC211, main door – forum access, and the HH 220 office suites used by some of the chartered student organizations. We anticipate 17 doors to be rekeyed for this system. The system will include door readers, hardware, software system, smart card encoder and initial smart card stock. The Recreation Center and locations identified for access control via the one card system RFP are for an electronic system.

5. 
   RECOMMENDED ACTION
   

It is recommended that the Campus Center Board approve funding of $25,000 for purchase of an electronic lock system.

CC Jill Shigano, SLD Administrative Officer

James Kim, CCB Treasurer