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Polytechnic Campus | West Campus

ISAAC and the ASU ID Card are the Standards

ISAAC (Integrated System for ASU Access Control) is the ASU electronic access control standard. All departments and colleges should use ISAAC to meet their electronic access control needs. Implementation of electronic access control is optional except in those areas that have significant life-safety issues and/or elevated security concerns.

  • Each person can use his or her ASU ID Card as the single "key" needed to access all authorized spaces that have electronic access control.
  • Changes to a person's access privileges are made electronically -- no need to issue and retrieve keys.
  • There is no re-keying needed when someone loses their ASU ID Card.
  • Records are automatically maintained on who has accessed which doors, and when.
  • Doors can be locked and unlocked remotely, on a predetermined schedule or on demand.
  • Alarms can be generated if doors are propped open, if someone tries to enter who does not have permission, and so forth.
  • Authority to manage access can be distributed, so that individual campuses and units can manage the doors that they're responsible for themselves, without losing the benefits of a shared central database.

You can add secondary identifiers to the ASU ID Card, such as PINs or biometrics, to virtually guarantee that only authorized users will be able to open a door or access an area.

In addition to its electronic access control functions, ISAAC can be used for managing security video cameras and an associated video archive database. Events associated with door access and with security cameras can be related to each other. For example, a security camera can be set to begin recording when someone enters a particular hallway, or an alarm can be sent if a camera picks up motion during specified hours.

ISAAC can also interface with electronic controls and monitors on devices other than doors and cameras, for example lighting and cooling system controls or temperature sensors. Example uses: turning on lights when someone enters a hallway; sending an alarm to someone when the temperature in a room or in a refrigerator goes above a predetermined level.

All cards used in the ISAAC system are issued by the Sun Devil Card Office.

Getting Started With Electronic Access Control

If you are interested in adding electronic access control to doors in your area, you probably want to know:

Who Helps You Get Started

For general information, please contact University Business Services at 480.965.3132. In order to get started with a walk through for a new installation on existing doors a Request for Service: Construction, Design and Requests for Space form should be filled out specifying the area and that the request is for ISAAC readers and/or cameras.

For major building and remodeling projects, the project manager from Capital Programs Management Group should make sure that the contracted vendor is involved in the project beginning with the design phase, and that the design incorporates the hardware, conduit and wiring necessary to accommodate electronic access. It will save money and simplify on-going access management to group functions with shared security needs and shared security management procedures together.

ISAAC uses the Lenel OnGuard system and Lenel hardware. University Business Services manages the contract with Henry Brothers Electronics (HBE) for purchase and installation of electronic access control.

HBE will arrange a site survey that will result in the preparation of an installation quote and an estimate for on-going maintenance. Those who will be involved in installing or managing access should participate in the site survey. For small projects this will likely be you and any colleagues who can help define needs, someone from University Business Services, someone from Lock Services (Tempe, Polytechnic and Phoenix Downtown campuses) or from Facilities Management (West campus), and a representative from Henry Brothers Electronics (HBE). For larger projects, project managers, project architects, engineers, contractors, and information technology personnel may also need to be involved.

If you decide to proceed with the project, you will issue a Purchase Order to HBE in the amount of the quote. They will coordinate installation as needed with you, HBE, Lock Services or Facilities Management, and Data Communications.

Approximate Costs

Installation costs for door access control vary depending on the type of door hardware used and the number of doors being installed. Costs range from $1,500 to $2,500 per door for installations of 8+ doors. If you are installing controls on only one door in an area that does not already have electronic access control, cost may be higher than $2,500 for that door -- there are some components that are normally shared by many doors, making the cost per door less.

Costs will be higher if you need to include biometric readers for added security.

The cost for video security cameras is highly dependent on the type of security system that you elect to install and on whether you can share an existing network and video recording system. The basic infrastructure to support video cameras -- network and servers -- will cost in the neighborhood of $15,000 to $20,000. Once that infrastructure is in place, cameras that can use it can be installed for $1,500 to $2,800 each.

Access Cards, ID Cards and Contractor Cards

In most cases, the ASU ID Card that is issued to a student or employee will be the access control device used by ISAAC.

  • "Affiliate" ASU ID Cards can be issued to individual contractors or other affiliates under the responsibility of a contracting or sponsoring department. Special arrangements for sponsorship and card services must be made in advance. Contact Ubiz@asu.edu for assistance.
  • If it is not practical to issue cards because of variable work forces or because the access need is of short duration and temporary, segment managers may obtain generic "contractor" cards. A contractor card has no picture and no individual ID printed on the front. The segment manager must formally agree to maintain control of the cards and be able to say which person has a given card at any point in time. Departments are charged $15 each for contractor cards.

Management Options

Access to spaces assigned to units can be managed through ISAAC by the units themselves. In all cases the occupying unit becomes the primary security agency for that area and must be willing to ensure that all the security requirements of the University are met.

Distributed management authority requires the appointment of a Segment Manager. Segment Managers must be full-time ASU employees. Due to the sensitive nature of high security areas, authorized individuals only are allowed to be segment managers. Individuals may not have segment administration authority over their personal offices, labs and other spaces. Segment managers function at the unit level.  View current Segment Managers

The segment manager will learn to use ISAAC to establish permissions and alarms, schedule locking and unlocking of doors, maintain cardholders, configure access levels and so forth. Consider the following:

  • Segment managers are responsible for the security of their unit and the integrity of the system and its use. The ISAAC system is not a time clock system and the data and reporting are for official security purposes only.
  • Administering ISAAC requires roughly 1 FTE for every 100-200 doors, depending on circumstances. If you have a lot of students that you are expiring each semester and a lot of continuous dynamic changes, the ratio may be closer to 1 to 100. Using privileges known as area access manager privileges allows lesser permission settings in ISAAC so each unit may work with approriate support staff and student employees to administer the large circumstances of issues concerning door access.
  • Training for segment managers and staff is available from Henry Brothers Electronics as part of their contract with ASU.
  • ASU's segment managers meet regularly on policy and system integrity and use and publish a segment manager's knowledge base for their shared use.

If you are part of an organization or area that already has a Segment Manager, you may be able to accomplish your goals by working with that person to obtain area access manager privileges or some other custom set of privileges.

If you have a small installation, you may want to work with Lock Services to have them process requests from you to manage access.

To find out more about the ISAAC system, please contact University Business Services at 480.965.3132.

WEST CAMPUS

ASU's WEST CAMPUS BUILDING ACCESS AND KEY CONTROL SERVICE

Although access to facilities is essential to the smooth and efficient operation of the university, this need must be balanced with an equally critical concern for the security of the facility, its contents, and the occupants.

In general, the policy of this university is to issue keys for its facilities only to eligible individuals based on a rationale of need and not solely as a matter of convenience.

Individual door keys are issued instead of master or sub-master keys. This minimizes the need for re-keying in the event that the keys are lost or stolen.

Facilities Management is responsible for university key distribution and is authorized to initiate and implement this policy through the Vice Provost for Administrative Affairs. ASU's West campus Key Control is responsible for:

  1. approving or disapproving all key requests
  2. issuing keys to individuals or departmental designees authorized to control keys
  3. conducting periodic audits of campus departments to determine status of authorized keys and
  4. approving all new access control systems and modifications to existing systems.

Facilities Management has primary responsibility for maintenance and service of buildings and grounds including responsibility for all maintenance, repair, and installation of locking systems. This work is provided by ASU's West campus Lock Shop, which is responsible for:

  1. maintaining current and accurate key control records
  2. creating and maintaining a keying system that provides security and reasonable access to departments occupying campus facilities
  3. making all keys and combinating all cylinders
  4. maintaining a secure file for original keys furnished with all new buildings, additions, or renovations
  5. issuing periodic reports as required
  6. performing all maintenance and repairs of locking systems and
  7. consulting with ASU’s West campus Key Control concerning records of lost or stolen keys and decisions to re-key

All university property that is secured by locking devices shall be secured by locks having the capability of being combinated to the university master key system.

All keys remain the property of the University. Obsolete or unneeded keys must be returned to ASU's West campus Key Control to clear the account of the person to whom they were assigned, as well as to cancel the liability of the authorizing department.

Individuals are limited to one key per room or area. The following unit administrators are authorized to control the issuance of keys to individuals within their assigned areas:

  1. the president
  2. executive vice president and provost of the university
  3. vice presidents
  4. vice provosts
  5. deans
  6. directors
  7. department heads or chairs
  8. anyone designated by one of the above.

This authority is recognized by means of a Key Request submitted to ASU's West campus Key Control. No key will be issued without the written approval of one of the unit administrators mentioned above.

No person shall knowingly possess an unauthorized key to property owned by the state of Arizona.

No person shall duplicate any key to property owned by the state of Arizona.

Violation of these policies shall constitute a class 3 criminal misdemeanor, as described in the Arizona Revised Statues 13-3715, "Unauthorized manufacture, duplication, use or possession of key to public building".

  • A person who knowingly causes to be manufactured or duplicated or who possesses or uses a key to any building or other area owned, operated, or controlled by this state or any agency, board commission, institution, or political subdivision of this state, without authorization from the person or his designated representative in charge of such building or area, is guilty of a class 3 misdemeanor.
  • A person who manufactures or duplicates a key for himself or another to any building or other area owned, operated, or controlled by this state or any agency, board, commission, institution, or manufacturing or duplication of such key does not have authorization from the person or his designated representative in charge of such building or area, is guilty of a class 3 misdemeanor.

When circumstances warrant, departments may request re-keying of locks. These requests may arise from new access needs, lost keys, change of personnel, or other conditions. Requests for re-keying should be submitted in writing to ASU's West campus Key Control. All requests are reviewed to determine the appropriate action to be taken.

Requests for re-keying are not considered routine maintenance, and departments requesting re-keying are billed for the work.
When it is deemed absolutely necessary to remove an area from the master key system, the requesting department sends a written request, with appropriate justification, to the Director of ASU's West campus Facilities Management. If the request is approved by the responsible Vice Provost, the ASU West campus Lock Shop combinates the necessary cylinders and cuts the keys requested. No extra keys are kept, nor will any be cut except those authorized by a properly approved key request.

Once approved, the requesting department shall furnish ASU DPS with the names and phone numbers of at least two people who are available to respond to after-hours calls should an emergency arise in the area. In the event that ASU DPS is unable to reach these individuals and the safety of the building and/or its occupants make it necessary to force entry, the department authorizing removal of the area from the master key system is liable for the cost of repairs.

The University does not allow the installation of door locks that do not conform to the standard lock systems in use on the campus. Departments may not order and/or install any locking device on any door without written approval of ASU's West campus Director of Facilities Management.

Departmental keys are those used by several people within a department. They are for use during normal working hours and are not to be taken home by those using them, but must remain secured at the university when not in use.

A designated member of the department has custody of these keys and is responsible for them. Departmental keys must be kept in a secure cabinet, approved by facilities when not checked out and signed for on an approved log to be maintained by the designated responsible person.

Vendors and contractors needing access to portions of university property (telephone service, elevator service, vending, etc.) are issued keys through ASU's West campus Key Control. Should the key be lost or not returned upon expiration of the period of usage, vendors and contractors are responsible for re-keying costs to all affected facilities. Prior to keys being issued, vendors and contractors are required to sign an agreement to pay all re-keying costs for areas affected by lost or non-returned keys.

Lost or stolen keys must be reported to ASU DPS within 24 hours of the discovery of the loss or theft.

Individuals who are issued university keys are responsible for their safekeeping and for any charges associated with their loss or theft. Individual desks are not considered secure storage for university keys. Fees for the replacement of keys reported missing or stolen from vehicles, desks, cabinets, lockers, or similar places are assessed as outlined.

Replacement keys are issued only after submission of a new, completed key Request to ASU's West campus Key Control and after payment of lost key charges. Should re-keying be necessary, the cost is paid by the individual or his/her department.

Charges for lost or stolen keys are set by Facilities Management and approved by the Vice Provost for Administrative Affairs. Charges are reviewed annually for adequacy and adjusted as deemed necessary.

Current charges are as follows:

  • Individual door $10
  • Outside Door $20
  • Sub-Master $50
  • Building Master $100

Regardless of the number of keys involved, when keys are lost or stolen, no individual is required to pay more than $500 and no department more than $10,000 per occurrence.

As a general rule, if keys have been lost or stolen, this policy calls for the re-keying of rooms, areas, or buildings.

An investigative review is conducted by ASU DPS in each instance of lost or stolen keys. The mandatory re-keying policy can be waived only upon written notification by the department head or chair and concurrence by the responsible dean and vice president.

The exchanging or lending of keys between individuals is prohibited.

When keys are no longer needed by an individual or department, they must be returned to ASU's West campus Key Control. Upon termination of an employee authorized to hold a key, the key is returned.

Authorizing Departments or Units are responsible for:

  1. Initiating requests for all keys issued to their faculty, staff or students (forms are available from Key Control).
  2. Returning to ASU’s West campus Key Control all issued keys that are no longer needed when individuals terminate employment with the University, transfer to another department within the University, or are reassigned to different space.
  3. Reporting lost or stolen keys to ASU’s West campus DPS and Key Control within 24 hours of discovery of theft or loss (individuals responsible for lost or stolen keys shall pay lost key charges and re-keying costs, if re-keying is deemed necessary to maintain building security.
  4. Bearing the cost of non-returned keys by paying the lost key charge and re-keying costs when faculty, staff or students do not return issued keys upon termination or transfer.
  5. Maintaining current, accurate records and adopting procedures to maintain adequate security within the assigned departmental or unit areas.
  6. Using keys issued to gain access to the assigned work area and to maintain security.
  7. Ensuring that the door(s) to assigned work areas is/are locked when leaving the area or at the conclusion of work period.
  8. Insuring that keys are not loaned or exchanged.

ASU WEST CAMPUS DOOR CARD ACCESS

Your ASU ID Card may be used to obtain access to various buildings, labs or other restricted areas on campus. If you lose your card and report it lost or stolen the card will not work in those doors.

Buildings and labs with card access readers include the following:

  • Classroom Lab/Computer Classroom (CLCC)
  • Faculty Administration Building (FAB)
  • Fletcher Library
  • Sands

Each department must forward a completed Key Request indicating all areas needed for each person requiring access. The request must be signed and dated by the requestor and Department authorizing access.

Student access expires and must be renewed each semester.

Processing a new request can take up to 5 working days, especially at the beginning of a semester. Turn-around times can vary during the school year.

POLYTECHNIC CAMPUS

KEY AND SUNCARD REQUESTS

Policies and Procedures:

To request a key:

To pick-up a key:

  • Requestor will receive an email that the key is ready.
  • Key pick up times are 8:30-11:00 a.m. and 1:00-4:30 p.m., Monday - Friday.
  • ASU picture ID required.
  • Keys must be picked up in person; no surrogates or substitutes.
  • Keys not picked up within 10-working days will be returned to stock and the form will be returned to the dept/unit marked unfilled.

To return a key:

  • Return key(s) to Poly FacMan.

To report lost or stolen Keys or ASU ID Card:

  • Report a lost or stolen ASU ID Card immediately to the 24-hour hotline at 480-965-CARD (2273).
  • Report lost or stolen keys to the Facilities Management Department for each campus within 24 hours of the discovery of the loss or theft at 480-727-1110 or emailing polyfacman@asu.edu.
  • Contractors and vendors must report lost/stolen keys and cards immediately to the authorized ASU department contracting for their services.

ASU Polytechnic Key Policy:

  1. The Keyholder is personally accountable for all University keys issued to them.
  2. ASU Polytechnic key(s) may not be transferred to another party or returned to the department. All keys must be returned immediately and directly to ASU Polytechnic Facilities Management when they are no longer needed.
  3. ASU Polytechnic key(s) may not be reproduced (duplicated).
  4. ASU Polytechnic key(s) may not be loaned to another party.
  5. All key requestors are subject to the terms and conditions of ASU Police Department Policy – PDP 206
  6. Misuse of ASU keys is punishable under Arizona Revised Statutes §13-3715 as a class 3 misdemeanor, and is subject to administrative disciplinary action by the University.
  7. Loss of, or failure to return an assigned key, may make the Keyholder subject to a replacement fee.
  8. ASU Polytechnic reserves the right to charge the Keyholder for any rekeying due to the loss of an assigned key.
  9. Lost or stolen keys must be reported to ASU Polytechnic Facilities Management and ASU Police Department within 24 hours of discovery of the loss or theft.
  10. Broken or bent keys must be returned to ASU Polytechnic Facilities Management Office for replacement.
  11. ASU Polytechnic master and/or sub-master key requests require a Unit Master/Sub-Master Authorization Form in addition to the Key Control Form. Both forms require signatures from a Vice President or Dean.
  12. ASU Polytechnic does not issue master keys.  Access to master keys is provided solely through the ASU Polytechnic Facilities Management Key System when required justification and approvals are provided.
  13. ASU Polytechnic only issues keys to ASU employees or approved contractors. Contractor access to campus keys is provided solely through the ASU Polytechnic Facilities Management Key System.  Contractors are solely responsible for system access costs.

Key/ID Card Authorization Form Information:

The purpose of the Key Authorization Form is to provide ASU Police and Poly Facilities Management with the name and signature of the administrator in each college/school/unit (Unit) authorized to approve access for space assigned to the Unit. Instructions for completing form.

  • A current Key/ID Card Authorization Form for each Unit must be on-file with Poly FAC MAN before keys can be issued for that unit.
  • Each primary Unit head may decide one of two options:
    1. Submit one form for the entire Unit and retain all access approval authority at the primary Unit level.
    2. Submit one form for the primary Unit level and allow each department within the Unit to submit a separate form for their area.
  • Each Unit may authorize an additional delegate in their unit. Limiting delegates to one per unit increases security.
  • A NEW Key Authorization Form must be submitted annually or whenever one of the individuals listed on the form changes, whichever occurs first.

ASU ID Card entry through ISAAC secured doors:

Any faculty or staff needing access to doors and classrooms with the ISAAC locking system will need to complete the following item:

Each school/department will need a Key/ID Card Authorization Form on file prior to keys being issued or ASU ID Cards being activated for ISAAC entry.

  • Each authorization form must have the appropriate signatures and two key/ID card coordinators.
  • One of the coordinators will become the ISAAC administrator.
  • The ISSAC administrator will need to complete an ISAAC System Administration Account Request form and return completed form to ISAAC Segment Manager at Poly FACMAN.

Unit Master Authorization Agreement Information:

Any faculty or staff needing access to a master or submaster key must complete a Master Key Authorization/Agreement form. Each form must included the following:

  • Forms must be signed by the applicable Dean or Vice President. Signature authority cannot be delegated.
  • Key Control Form for master/submaster must also be signed by Dean or Vice President.

Key System Checkout:

Any faculty or staff needing access to a Key System must complete a Key System Account Request Form.