REG 04.05.04 – Building Locking Systems

Authority: Issued by the Executive Vice Chancellor for Finance and Administration

History: First Issued: January 28, 2014. Revised: July 23, 2024

Additional References:
NFPA Life Safety Handbook 2012 or current edition or NFPA Life Safety Handbook
NC State Building Code
Building Locking System Operating Rules
Facilities Division Construction Guidelines, Building Security 00712 09-26-2003

Contact: Associate Vice Chancellor, Environmental Health and Public Safety (919-515-4238)

INTRODUCTION

1.1 This regulation establishes authority for the NC State University Division of Environmental Health and Public Safety (“EHPS”) and Facilities Division (“Facilities Lock Shop”) to establish rules for the procurement, installation and operation of locks, locking systems and access devices on all University buildings, facilities, and spaces (“University Facilities”).

1.2 This regulation and supporting rules define responsibilities for installation, maintenance, distribution and operation of locks, locking systems, access devices, and associated components as defined below. This regulation also establishes accountability for access to all University facilities and entrances to these facilities.

DEFINITIONS

2.1 “Locking systems” mean any mechanical, electronic or electromechanical device and associated hardware or software used to secure University Facilities.

2.2 “Access devices” mean physical keys, ID cards, digital credentials, RFID fobs and tags, pin codes or devices that represent a person or identification credential and grant access to a locking system.

2.3 “Access Control Representative”, also known as key representatives and/or security liaisons, mean the designated individual from NC State University (“NC State”) departments or units, University-sponsored partner or university affiliates who are responsible for requesting, granting, revoking, and auditing access to University facilities and spaces through the assignment of access devices.

GENERAL PROVISIONS

3.1 All locking systems and access devices are the property of the university. Any access device issued to faculty, students, employees, visitors, affiliates or contractors remains the property of NC State.

3.2 University access devices are non-transferable. No person shall convey or loan their access device to another person for the purpose of allowing said person(s) to gain unauthorized services or access to university property.

3.3 Unauthorized duplication or the misuse of an access device is prohibited.

3.4 Unauthorized tampering with access devices is prohibited.

3.5 Upon separation from the university, access devices shall be surrendered to the issuing agency or department.

3.6 Individuals in violation of the provisions of this section may be subject to disciplinary and/or criminal action.

RESPONSIBILITIES FOR LOCKING SYSTEMS AND ACCESS DEVICES

4.1 General Responsibilities

4.1.1 Security of University Facilities is a shared responsibility of all access device holders and building occupants.

4.1.2 The holder of an access device to any University Facility is responsible for the safekeeping of the device and its use.

4.1.3 The costs of keys, re-keying, and loss of keys is the responsibility of the sponsoring entity, inclusive of the contractor, affiliate or tenant(s). The device holder or sponsoring entity is responsible for any costs and expenses associated with lost or stolen ID cards, credentials or other access devices.

4.1.4 The Facilities Lock Shop is responsible for the production and distribution of all building keys upon receipt of an approved written or electronic authorization.

4.1.5 The Lock Shop is responsible for production and distribution of all building keys upon receipt of an approved written authorization.

4.2 Access Control Representative

4.2.1 The Access Control Representative is responsible for all actions associated with: (a) granting access to users, (b) access devices assigned to their department, unit, or other entity, and (c) and securing their assigned University Facilities. These actions include but are not limited to credential requests, key requests, clearance assignment, action approvals, revocation of access and door schedule changes. The Access Control Representative shall be the primary point of contact for all transactions through Security Applications and Technology (SAT) and the Facilities Lock Shop.

4.2.2 The Access Control Representative is responsible for conducting bi-annual audits of access devices to ensure accountability of all keys and access devices under their control. The Access Control Representative must report changes in an individual’s access status to SAT or the Facilities Lock Shop immediately.

4.2.3 In the event of loss of an access control device, the Access Control Representative shall immediately notify SAT or the Facilities Lock Shop as appropriate.

4.2.4 SAT maintains the approved list of Access Control Representatives. The Facilities Lock Shop maintains the list of all approved Access Control Representatives with keys and assignments. SAT and the Facilities Lock Shop will facilitate an annual review and approval of Access Control Representatives with the Representatives’ respective Vice Chancellor, Dean, Division Head and/or Department Head.

4.3 EHPS/SAT

4.3.1 EHPS is responsible for the implementation and review of all policy and procedures related to the issuance, distribution, recordkeeping, control, and retrieval of access credentials, as well as the setting of access levels, approvals, and procedures.

4.3.2 SAT is responsible for installation, maintenance and administration of electromechanical or electronic access systems, databases and electronic locking systems with the support of the Facilities Division.

4.3.3 SAT and the Facilities Lock Shop shall establish the system architecture for all locking systems and associated hardware.

4.4 Facilities Division

4.4.1 The Facilities Lock Shop is responsible for developing and implementing and all procedures related to the issuance, distribution, recordkeeping, control, and retrieval of physical keys, master keys as well as the setting of key access levels, approvals and procedures.

4.4.2 Facilities Campus Operations and Maintenance is responsible for the installation, maintenance and repair of mechanical locks and keys.

4.4.3 Facilities Division is responsible for ensuring that new facilities, major renovations, and building retrofits conform to this regulation and related rules.

4.4.4 The Facilities Design and Construction department is responsible for creating bid documents that specify hardware to meet security goals established in the Design and Construction Security Guideline developed by SAT, and the Facilities Lock Shop.

4.4.5 Designated areas under construction shall be keyed differently from the university keying system. The Facilities Design and Construction Director or Construction Services Director or their designees shall designate approved areas of entry and exit for construction personnel.

4.5 Units, Colleges, Divisions and Departments

4.5.1 Each Vice Chancellor, Dean or their designee, is required to appoint Access Control Representatives and to notify SAT and the Facilities Lock Shop of any change to this appointment as changes occur.

4.5.2 The Access Control Representatives from each unit, college, division, and department will be responsible for requesting access devices, managing departmental clearance assignment and shall be the primary point of contact and responsible party for all transactions through SAT and the Facilities Lock Shop.

4.5.3 Vice Chancellors, Deans, or their appointed division head(s), department head(s) or their Access Control Representatives may authorize the issuance of access devices and/or electronic access clearances for areas under their control. Vice Chancellors, Deans, their appointed division heads(s), department heads or Access Control Representative may authorize the issuance of submaster keys or individual door keys for areas under their control, with a representative application on file prior to the issuance of any additional keys.

4.5.4 Units, colleges, divisions and departments are required to complete an annual access device inventory. The inventory and reconciliation shall be made by using key management software and card access reports or tools provided by SAT.

4.6 University Police

University Police and First Responders have global access through either master keys or card clearance for emergency use. University Police are responsible for verifying the identity of personnel requiring emergency access.

4.7 University Housing

4.7.1 The Lock Shop provides key and lock services to University Housing. The issue, control, security and records of issue for those devices are the responsibility of University Housing.

4.7.2 SAT provides electronic access control to University Housing. The audit and review of access for these systems is the responsibility of University Housing.

4.8 Athletics

4.8.1 The Facilities Lock Shop provides key and lock services to the NC State Athletics Department (“Athletics”). The issue, control, security and records of issue for those devices are the responsibility of Athletics.

4.8.2 SAT provides electronic access control to Athletics. The audit and review of access for these systems is the responsibility of Athletics.

4.9 Office of Information Technology

4.9.1 The Facilities Lock Shop provides key and lock services to the NC State Office of Information Technology (“OIT”). The issue, control, security and records of issue for those devices for critical facilities are the responsibility of OIT.

4.9.2 SAT provides electronic access control to OIT. The audit and review of access for these systems is the responsibility of OIT.

4.10 Affiliates, Contractors, Service Technicians and Other Approved Visitors

4.10.1 Daily access shall be through standard SAT/Facilities processes with authorization from the university sponsor. Extended access must be requested through the university sponsor with authorization from SAT and the Facilities Lock Shop.

4.10.2 Affiliates, Contractors, Service Technicians and other approved visitors with electronic card access clearances will be reviewed and require renewal by sponsor every six (6) months.

LOSS AND RETURN OF ACCESS DEVICES

5.1 The loss of access devices shall immediately be reported to the appropriate Access Control Representative, who shall then report the lost device to SAT or the Facilities Lock Shop as appropriate.

5.2 Prior to leaving the college, department, or university, all Access Device holders must return certain Access Devices in their possession (for example, keys) to their responsible Access Control Representative. If not returned, the university will pursue available remedies to recover these Access Devices.

LEVELS OF AUTHORIZATION

6.1 The Facilities Lock Shop will cut keys, re-key or check out keys upon receipt of authorizations as tabulated below.

Key Levels	Authorization Officials	Issued By
High Security Areas	Associate Vice Chancellor, Environmental Health and Public Safety	Facilities Lock Shop
Building Master	Assistant Vice Chancellor, Campus Operations and Maintenance	Facilities Lock Shop
Building Sub-Master	Dean or Dept Head	College/Department
Individual Door Key	College/Dept. Access Rep.	College/Department
Construction Keys	Director of Building Maintenance and Operations	Facilities Lock Shop
Service Keys	Director of Building Maintenance and Operations	Facilities Lock Shop

6.2 SAT will establish clearance groups associated with areas of responsibility. Authorizations to control these partitions will be dispersed based upon the security level as described below.

Security Level	Description
High Security	Areas with electronic access control regulated by a Federal or State entity including NC State require audit reporting of access for compliance. These clearances are assigned individually rather than as part of a door clearance group or automation. Examples include: Radioactive areas, BSL3 Labs, and Police Evidence Room(s).
Global Security	A security clearance comprised of departmental security doors and non-security doors that are assigned to University Police Officers and Fire Protection personnel. This group does not include the high security level.
Departmental Security	Clearances for doors that have been specifically requested by the College/Dept to be omitted from the Regional/Campus –Wide clearances. These elevated security areas require a higher level of department accountability. Departmental Security doors are included in the Global Security Level.
Regional/Campus-Wide	These clearances are grouped for use by personnel supporting wide spectrum functions requiring access to multiple buildings/areas across the University.
Building Perimeter	Clearances that apply to building perimeters that are managed by both EHPS and/or the installing colleges/departments.
Departmental Level	Clearances that apply to a specific department(s), suites, or office doors that are managed by the installing colleges/departments.