To create and promote a safe environment, and reduce the risk of injury to those who enter the Student Health and Wellness Center (SHWC) while preserving accessibility and sense of community.
To ensure that security awareness and procedures are followed by all Student Health and Counseling Services (SHCS) staff.
To protect University property against theft and damage.
To provide policy for issuing, controlling and maintaining keys, Card Keys, panic buttons, video surveillance and security alarms for SHWC.
To ensure physical security of Personal Health Information (PHI).
Policy:
Security is a shared responsibility of all SHCS staff.
Entry to the SHWC and circulation of staff, patients and visitors throughout the building is managed as described in this policy. SHCS manages security to protect people and property while allowing employees and patients sufficient freedom of movement to work effectively and access care. Security is provide via management of the following elements; keys, card keys, panic buttons, and security alarms for SHWC.
The Facility Manager maintains key inventory and control. The Facility Manager documents key issuance according to UC Davis PPM 360-50 Key Access Card Control.
Keys are issued to individuals based upon their job description and business need to access specific areas of the building. Building Key or Card Key criteria follows UC Davis PPM 360-50, Key/Access Card Control.
To avoid unauthorized use, keys are not identified with reference to the SHWC facility. If lost, keys may be returned to Facilities Management Key Control and ultimately to SHCS.
Employees of SHCS who lose keys must immediately report the loss to the Facility Manager. The Facility Manager in consultation with Physical Plant Key Control Manager, determines if the SHWC or department needs to be re-keyed and new keys issued. Supervisors or designees are responsible for assuring that persons separating from service return their keys to the Facility Manager. The department must report lost or stolen keys and access cards by telephone to Facilities Management Key Control.
It is the responsibility of each manager to assure employees have the proper keys needed for access purposes, return any keys determined no longer necessary, and annually review keys and card keys issued to staff.
A copy of each University key, and other designated keys, is kept in a secure location.
Definitions:
Building Key: A Building Key opens the North Main Entrance to SHWC. The building key is used only when card key access is not functioning.
Card Key: Card Keys are programmable cards used to enter the building at identified exterior doors and stairwell doors. All SHCS and CS staff are issued a Card Key with programmed access. Card Keys are programmed with several levels of access based on time and door.
Master Key: A Master Key will open all interior doors, excluding door to interior Pharmacy. UCD PPM 360-50 states, Department Heads and Designees determine Master Key issuance for those areas under their responsibility.
Sub Master Keys: Sub Master Keys open doors in department locations and are assigned to staff working in those areas. Sub Master Key types include:
Business Services/Housekeeping
Clinic
Lab
Radiology
Insurance Services
CAPS Clinic
Administration
ISG
Physical Therapy
Health Education Program
Alarmed Doors (Intrusion Alarms): Alarmed doors are programmed to notify UCD Police in event of opening without entering password on keypad. Alarmed doors are at entrances to pharmacy, and Information Systems Group (ISG) areas, and are activated after business hours. Access to the ISG area after hours via alarmed doors is limited to ISG. Access to Pharmacy via alarmed doors is limited to pharmacists. ISG Supervisor is responsible for programming the security alarm system. Reference: UC policy 360-35 Security Alarms
Panic Alarms: Panic alarms are placed in specific areas and are manually activated to alert UCD Police of need for assistance in a potentially life-threatening or serious situation. The supervisor of each department is responsible for the annual training for staff in the use of panic alarms. Panic Alarm locations are listed see: (Attachment 1- Locations of Alarmed Door and Panic Alarms).
Procedure:
Exterior Door and Stairwell Access (Electronic Control)
The exterior doors are electronically controlled and can be opened outside of normal operating hours by Card Key or Building Key (main entrance only). The Card Access Software Specialist programs public entrances to be open on dates and times as defined by SHCS hours of operation. In the event a Card Key at an entrance does not function as programmed and access to the building is required, a Building Key can be used to gain access (see Building Keys, above under Definitions). The Card Access Software Specialist is notified of need to correct programming.
Main Entrance, East Entrance and Urgent Care Entrance (Public Entrances)
Doors are unlocked during SHCS business hours.
Other Exterior Doors
Lab exterior door access is limited to lab staff and those with appropriate card key access.
Pharmacy exterior door is an exit door only.
Business Services/Southwest Entry and stairwell exterior doors accessible by all staff with card key.
Receiving Door (Business Services) is key access only by Business Services and is unlocked during normal business hours. The interior cage remains locked at all times.
Staff Access by Card Key
Card Keys issued to all SHCS staff who work at SHWC.
General Staff Access: Card Keys are programmed to allow access 2 hours prior to and 2 hours after SHCS operating hours. For example should operating hours be 8:00 AM – 5:30 PM, staff have access from 6:00 AM – 7:30 PM.
Department Heads, career Physician staff, CS Director (or designee), and staff with Master Key access: Card Keys programmed for 24/7 access.
Staff Access by Building Key: See Building Keys, above under Definitions
Stairwells
Card Keys allow SHCS staff to travel from the stairwells into the building on the 1st, 2nd and 3rd floors. Southeast stairwell does not open to first floor.
Stairwell access is 24/7 for SHCS staff to re-enter floors through stairwells.
Interior Doors (Key Control)
Entry doors from public to clinical/administrative spaces are locked at all times. SHCS Staff have key access for these entry doors.
Staff Lounges, 3rd Floor kitchen area: Doors are unlocked during business hours. SHCS staff have key access to these rooms.
Housekeeping EVS Closets 1st, 2nd and 3rd floors: Doors are locked. SHCS staff have key access to these rooms to retrieve housekeeping supplies when needed.
Conference room doors are locked at all times. SHCS Staff have key access for these doors.
Department Access (Key Control)
Staff have access to rooms in their work area via Sub Master keys. See definition above.
Request for Additional Access
Exception to General Staff Access is given to staff that may require additional building or departmental access. Requests are made by completing the Request for Exception to General Staff Access Form (Attachment 2 - Extra Access Card System) and submitting to the Facility Manager. Decision to grant additional access is based on Campus policy “Employees who work other than normally scheduled hours may be issued a building entrance key". Examples include: HEP for special programs held outside of business hours, individuals coordinating with campus departments for use of SHWC space. Determination of request is provided to the employee’s supervisor and Card Access Software Specialist
Video Surveillance
Video Surveillance is present in the IT server rooms on the second and third floor, and at the entrances of the ISG office suite. Surveillance records of the server rooms are only reviewed if an alarm notice is sent after hours. Surveillance records of the entrances to the ISG suite are only reviewed when a piece of IT equipment is lost/stolen.
Alarmed Doors and Panic Alarms
In the event of an alarm being set off at an alarmed door or panic alarm, and no subsequent cancellation or abort code phoned in to the UCD Police Department, officers will arrive on scene to investigate.
If it is determined that this was a false alarm, the UCD Police Department sends a Security Deficiency Notice to the Facility Manager and ISG Manager the following day. The managers will investigate and report findings to the appropriate department head and the Executive Director.
If it is determined that a crime may have occurred or suspicious circumstances exist, the UCD Police Department notifies the individuals identified on the Emergency Contact List (called in this order until answered):
Executive Director
Medical Director
Administrative Director
Quality Improvement/Risk Manager
Facility Manager
The Emergency Contact notifies the appropriate department head (ISG or Pharmacy) and director for consultation or to report to the SHWC as appropriate.
Attachment 1 lists locations of alarmed doors and panic alarms.
Refer to UCD PPM 360-35 Security Alarms, and UCD Police Department Security Alarm Ordinance.
End of Day Clinic Closing
At clinic closing, Patient Registration Staff in each clinical area places the “area closed” sign at appropriate location(s).
Lost Keys
Employees of SHCS who lose keys must immediately report the loss to the Facility Manager.
The Facility Manager in consultation with Physical Plant Key Control Manager, determines if the SHWC or department needs to be re-keyed and new keys issued.
Lost or stolen keys and Card Keys are reported to Facilities Management Key Control at 530-752-3507, followed by written notification on a Key/Access Card Report Form (Attachment 3 - Key Card Report Form). The Facility Manager documents keys as lost when a key is lost or not returned. If a Card Keyis lost, the SHCS Card Access Software Specialist is notified and the card key is deactivated.
Key Inventory
On a yearly basis, Facility Manager provides a list to each manager indicating employee name, key # and access privileges. Managers review keys and Card Keys issued to staff. It is the responsibility of each manager to assure employees have the proper keys needed for access purposes and to return any keys determined no longer necessary.
Security Plan forAfter Hours Activities at SHWC
For any activities held after hours at the SHWC, a student assistant will be present to monitor arrival and departure of attendees for the event. In coordination with the Activities and Recreation Center (ARC), SHCS utilizes ARC student staff that have been trained in activity monitoring functions. For any scheduled activities at the SHWC occurring after normal business hours, including activities that start before 5pm and continue past 5:30pm:
10 business days prior to the event, the sponsor of the event notifies the Facility Manager by completing the Request for After Hours Services Form (Attachment 4 - Request for After Hours Services).
Facility Manager contacts ARC Special Events Coordinator and requests student staff to monitor the event.
Student monitor will be located at the SHWC Main Entrance, open the door for attendees, have attendees sign in and direct attendees to appropriate location. The student monitor will be present for the entire event, checks with the sponsor of the event at closing time, and verify with the sponsor that all attendees have vacated. Sponsor forwards sign-in sheet (or copy) to Facility Manager.
ARC recharges SHCS an hourly rate for student service.