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Procedures for Funding, Managing & Maintaining Card Access Systems

General

It is an RIT goal that all buildings have a card reader installed on at least one exterior entrance door (and that eventually no building occupant is issued exterior door keys). Decisions to expand the number of new card access systems for interior doors shall be based on the desire to enhance security measures for the given area. Factors to be considered could include: a) the nature/need of changing access privileges for RIT community members, b) the need to provide a secured environment for research purposes, or c) other compelling business reasons for providing a more controlled access environment.

RIT has selected the Lenel system as our campus standard with a preference for installations to be hosted on an ITS managed server (as opposed to stand alone server) to allow managed interface with various campus data bases.

Public Safety has the over-all responsibility for the administration of card access on campus. In that role, Public Safety must pre-approve all departmental requests for new card access system installations, or enhancements or changes to existing installations. In addition, Public Safety will coordinate with the department on the business rules (i.e. who can enter at what times etc.) established for granting access. Public Safety shall be the after hours point of contact for Residence Hall students who have lost their cards. Public Safety shall maintain an inventory of all Institute card reader systems and details on how they are administered (i.e. - assigned department, contact name, who administers changes in access authority).

Facility Management Services (FMS) has the responsibility for managing all new installations approved by Public Safety and maintaining/funding card readers placed on exterior doors (note the Residence Hall exception below).

Individual departments requiring card access systems for interior doors shall be responsible for funding their installation and ongoing repairs. Those with existing systems will be responsible for funding on-going repairs or the deactivation/removal of the systems. Housing Operations (HO) shall be responsible for funding the installation and repair of all - interior and exterior - Residence Hall doors. Additionally, departments shall be required to designate a systems administrator (referred to as a "client seat") to oversee the use of their equipment.

Technical Systems Group (TSG) is a Lenel value added reseller (VAR) with whom RIT has entered into an exclusive three year contract through Feb. 2008 to supply and maintain this equipment. All TSG invoices should be sent to RIT Accounts Payable, 7 Lomb Memorial Drive and must always reference a purchase order number.

Procedures

  1. New installations and/or equipment upgrades
    • FMS and TSG will refer all such requests to Public Safety for processing.
    • Departments requesting card reader installation must designate a "systems administrator" who will be responsible for (1) working with Public Safety on establishing the business rules for their card access program, and (2) maintaining their department's data base of approved system users.
    • If approved by Public Safety, FMS will request a quote from TSG and (assuming funding is available) issue a separate, per project purchase order to TSG.
    • Each new card reader must be "licensed" on the system and each license supports 64 readers. This means that some installations may be covered under a pre-existing license whose capacity has not been reached, while other requests may trigger the need for a new 64-reader license. When this occurs, the cost of the license must be borne by the requester however that requester is not guaranteed that unused capacity on this new license will be reserved for them.
    • In rare circumstances Public Safety may direct TSG to install equipment without going through FMS. In such cases Public Safety shall issue the PO.
    • TSG must indicate this PO number when they invoice.
  2. System Upgrades & Maintenance
    • Under RIT's agreement with Lenel, annual software upgrades are provided at no cost. Installation by TSG however is chargeable.
    • Public Safety budgets and funds this work.
    • Public Safety shall issue a "2 line blanket PO" - one line for FY 07 and one line for FY 08 - to cover the cost of this upgrade and any other systems related maintenance.
    • TSG must indicate this PO number and Department Requester when they invoice any systems upgrades or maintenance work.
    • Information & Technology Services (ITS) hosts this software on a single dedicated server; someday another server may be required and/or it will need to be replaced. ITS will need to give advance notice to Public Safety on server capacity issues.
  3. Maintenance of Readers and Controllers
    • FMS shall issue a "2 line blanket PO" - one line for FY 07 and one line for FY 08 - to cover the cost of maintaining all exterior door card readers and any controllers which serve only exterior doors.
    • HO shall issue a "2 line blanket PO" - one line for FY 07 and one line for FY 08 - to cover the cost of maintaining all (interior and exterior) Residence Hall card readers and controllers.
    • In both a. and b. above, FMS shall generally place the service call to TSG however Public Safety may also make this call.
    • Individual departments with card access systems on interior doors must call TSG directly when they require services and provide their own purchase order or arrange for payment by their procurement card.
  4. Although the intent of these procedures is to clarify card access issues, its rules would generally apply equally to other security system devices, whether stand alones or incorporated into the Lenel system.