Loyola University Chicago

Information Technology Services

Key & Badge Access Policy

Scope

Covers all ITS employees requesting additional access, provided either by a physical key or by a change in their badge access.

Purpose

To ensure that individuals have the appropriate level of access to perform their job functions, and that all increases in access are approved by either a manager or a director, depending on the change in access.

  • Keys – All key requests will be classified as either a master request (a request for a master or sub-master key) or a non-master request. A master request requires approval from a director or above. A non-master request requires approval from a manager or above. All key requests require the requestor to fill out a Key Request Form, which is available from the Administrative Services Manager. The Key Request Form will be given to Campus Safety once the appropriate approvals have been obtained.
  • Badge Access – All badge access requests will be classified as either an all-access request (a request to be placed in any of the All Access groups) or a normal request. An all-access request requires approval from a director or above. A normal request requires approval from a manager or above. All badge access requests require the requestor to fill out a Badge Access Request Form, which is available from the Administrative Services Manager. The Badge Access Request Form will be forwarded to Campus Safety once the appropriate approvals have been obtained.
  • Access Audits – Once each year, the keys and badge access for all ITS employees will be reviewed. Any keys which are no longer needed will be returned to the Administrative Services Manager. If an individual has badge access to doors that they no longer need to access, a request will be forwarded to Campus Safety to remove that access.
  • Role change – Whenever a Loyola employee transitions to a new ITS position, their access will be audited to ensure it is appropriate. Their access will be modified as necessary.
  • Employee departure – Whenever an ITS employee leaves Loyola, they will return all of their keys to the Administrative Services Manager. A note will be sent to Campus Safety asking that the individual’s badge access be set to Default (if the employee retired) or disabled (if the employee left under other circumstances).

Forms: Key Request Form‌

History and Updates

May 21, 2008: Initial Policy

June 25, 2015: Annual Review for PCI Compliance

Author: UISO

Version: 1.1