Card Access Policy

Responsibility

The primary responsibility and final approval for the security of campus buildings, the maintenance of the Card Access System and the issuance of cards will rest with the Director of Public Safety.

It is the responsibility of all members of the WPI University community to do their best to ensure the safety and security of others. In order to achieve this goal, it is necessary to assign responsibility for the WPI ID cards to the users - faculty, staff, students and others who are issued cards.; Please note that is imperative for the efficient and effective operation of the Access Control System that - All graduate, undergraduate students and employees must obtain a WPI ID.

The following are responsibilities for all card holders:

• Never loan cards from one person to another
• Never prop open doors
• Never admit unauthorized person(s) into buildings
• Never should you be in possession of an unauthorized WPI ID
• You must return a WPI ID when requested by Campus Police
• You must show a WPI ID when requested by WPI personnel acting in official capacity for the institution.
• You must only enter areas that you are authorized.

Persons committing any of the aforementioned infractions may be subject to revocation of card access privileges.

Access Request Procedure

Requests for access to any card access resource at WPI are only honored when approved by a Department Head, their designee, or the designated authority for a given area. Requests for access should be submitted by the department head, their designee, or a designated authority to campuscardaccess@wpi.edu.

Requests not submitted by a department head, their designee or a designated authority will be delayed while pending approval.

All Department Heads must annually submit to their approved designee. This should be accomplished by August 1st. - unless otherwise determined, access to card access resources will be -"Always", mimicking the issuing of brass keys.

Access requests for academic courses must identify the following information:

• Complete course number (e.g. ME 1800)
• Specific locations required for the course
• Day and time restrictions if required.  Please note that restricting access to specific days and times requires limited resources. Such restrictions will need to be evaluated before being applied.

Access requests for projects must identify the following information:

• Project type (DR IQP ISP MQP PHD PQP SUFF THES)
• Advisor code
• Project number
• Specific locations required for the project
• Day and time restrictions if required

Please note that restricting access to specific days and times requires limited resources. Such restrictions will need to be evaluated before being applied.

Academic courses and projects do not require a list of students, ID numbers or start/end dates as access is assigned automatically via the information contained within Banner. Access will begin on the first day of the current term or semester and end on the last day of the term or semester.

Teaching assistants or others who assist with a class or project but are not registered for the class or project are not automatically assigned access.

Access requests of this type must identify the following information:

• Cardholder names and ID numbers
• Complete course or project number as above (e.g. ME 1800 or MQP ADV 1234)
• Specific locations required
• Day and time restrictions if required

Please note that restricting access to specific days and times requires limited resources. Such restrictions will need to be evaluated before being applied.

Access will be assigned for the duration of the course following the same start and end dates as defined by Banner.

All other access requests will require the following information:

• Cardholder names and ID numbers
• Specific locations required
• Day and time restrictions if required

Please note that restricting access to specific days and times requires limited resources. Such restrictions will need to be evaluated before being applied.

• Starting date of access
• Ending date of access

 Please note that end dates more than one year from the starting date  will require additional justification.

• Reason for access

Other requests which do not fit the above cases should be emailed to campuscardaccess@wpi.edu.  A member of the Campus Card Access Group will contact the requester regarding their request.

Each request will be reviewed by the Card Access Group with the respect to security, urgency and purpose. Complete, un-conflicted requests will be processed by the end of the next business day. Where needed, requests for more information will be issued by the end of the next business day. The request may not be completed until the conflict is resolved.

Card Access to External Campus Building Doors

No user will be granted the ability to manipulate reader modes that control exterior doors to campus buildings.  In those cases involving extenuating circumstances, such decisions must be vetted through the campus card access committee with final authority from the Director of Public Safety.

Business Hours and General Use

The buildings and facilities of WPI are available for general use by WPI employees and by students for educational purposes.  During normal business hours, the buildings are open for classes, meetings and other activities as required.

To request a space on campus please go to https://25Live.collegenet.com/wpi . Once your request is confirmed, an authorized scheduler will notify campus card access.

After Hours and Holidays

After business hours and holidays as building are locked, WPI employees and students will utilize their ID cards with previously approved access to appropriate buildings. 

Temporary WPI ID's

SPECIAL EVENTS, CAMPS, CONTRACTORS, VENDORS

Under certain circumstances, University access may be granted to outside vendors, contractors, camps and special events. The Access Request Procedure must be followed (as defined on page 2 under Access Request Procedure). These ID Cards will be issued on a temporary basis from the Card Access Group located at the WPI Campus Police Department.  All ID Cards must be returned back to Campus Police when the event, job or contract has been completed. Future planning includes standardized filing requests forms electronically. 

REMEMBER - ID cards are not transferable from one assigned individual to another.

All lost or stolen cards must be reported immediately to Campus Police Dispatch at (508) 831-5433. 

Lost, stolen WPI ID's

An individual losing their WPI Student ID Card must notify the Campus Police in person or by calling 508-831-5433 immediately of a lost or stolen WPI ID Card.  Inform the Dispatcher that your ID is lost or stolen, so the appropriate action can be taken in deactivating your ID Card.

Replacement of a lost or stolen WPI ID Card will require you to pay a replacement fee.  The lost WPI ID charge is $25 per card.  Replacement ID cards are available at the ID Office in East Hall. If the lost ID is later found, it must be returned to Campus Police.  All previously issued cards will be permanently invalid and will not be re-activated.   

Broken/Worn out ID Cards

WPI ID Cards that are broken or worn out must be returned to the ID Office located in East Hall.  The broken or worn cards must be turned in before new ones will be issued.  A $25 charge may be assigned for a broken or worn out Student ID card.

Standalone Locks

Access requests for standalone locks which are not electronically controlled by the network will require a work order submitted to the Facilities Department by the requesting authority.

Lock Changes and Upgrades

Any request for equipment modification and/or upgrading will be forwarded to Campus Card Access for review by Network Operations and Campus Police. Netops and Campus Police will assess the request based upon need, security, safety and costs.

Vandalism or Damage to Locks

Cost to repair any damage caused to card access devices will be the responsibility of the individual causing the damage. Costs will be determined by current repair costs of equipment and for labor.

Reporting a Problem

Physical problems with card access resources should be reported to the Campus Card Access Group. When reporting an problem please provide the following information:

• Name and ID number of the cardholder reporting the problem
• Specific location of the problem (e.g. Riley Hall second floor near Alden Hall)
• Nature of the problem (e.g. buzzer goes off, door won't close all the way)
• Time and date the problem was noticed