Policy: Telecomunications Room Access

This policy defines the access to telecommunications rooms.

This policy applies to all University telecommunications rooms.

 

The PS IT Facilities group maintains and controls access to telecommunications rooms.  Access privileges are granted to staff through the Card Access Control and Security System or by key sign out.

 

 

Administrative (Admin) contacts are the only individuals authorized to request telecommunication room access for their staff members.

To request access to a Telecommunications closet the Admin contact must submit a request via Penn State ServiceNow Portal.

If a building does not appear in an Admin contact’s list of buildings in the request portal, they should contact the PS IT Facilities group for assistance.

Key Sign Out

Telecommunication rooms that do not have card access can be accessed by staff using keys signed out from PS IT Facilities. The process to become authorized to sign out a key is the same as for card access.

PS IT Facilities will only sign out telecommunication room keys. If other building or room keys are required, staff should contact their Building Facilitator and\or the OPP Service Desk.

PS IT Facilities will only sign out telecommunication room keys to Penn State employees. Admin contacts must work through their Building Facilitator and\or the OPP Service Desk to obtain keys for vendors, contractors, and other non-Penn State employees needing to perform work on the Admin contact's behalf.

 

Daily Key Sign Out

Penn State staff approved for key sign out can obtain a telecommunication room key from specified key storage system locations. These keys are intended for short term daily use. Key use is monitored by PS IT Facilities. A Penn State ID is required to access the key storage system.

Long Term Key Sign Out

Admin contacts can request long term keys for telecommunications rooms that do not have card access to expedite temporary work.

To request a key be signed out on a longer term, the Admin contact must submit a request to the PS IT Facilities group and include: 

Once approved, the individual being issued the key will be contacted and responsible for obtaining (and returning the key to) from the PS IT Facilities Key Custodian. A valid Penn State ID card must be presented and receipt signed for by the individual. Only one key per Department or Administrative Unit will be issued.
 

Responsibility

No key is to be transferred from one person to another without being returned to the Telecommunications Key Custodian for appropriate reissue.

Keys shall only be used in the room(s) identified at the time the key is signed out from the PS IT Facilities Key Custodian.

No individual shall at any time tamper, adjust, move or in any way alter equipment or facilities not directly owned by department or administrative unit that the individual belongs.

Duplication

All keys referred to in this policy are the property of The Pennsylvania State University and are not to be duplicated by any faculty, staff or student per Policy AD68.


Return of Keys

Upon termination of employment or transfer to another unit all keys must be returned to the PS IT Facilities Key Custodian

Keys must be returned when the Card Access Control and Security System is installed in the room(s) for which access was requested

 

Audits

An audit of Telecommunications Room access records will be done on an annual basis for review and update if necessary. Unusual occurrences related to access, key records, or the change of key holders may also result in an audit of control records.

 

PS IT Facilities is responsible for maintaining systematic and effective control of access for all University telecommunication rooms.   

Penn State Auditing recommends that PS IT Facilities audit staff telecommunication room privileges every 6 months.  It is the responsibility of the Admin contact to respond to the audit initiated by PS IT Facilities.  Failure to complete the audit will cause telecommunication room access privileges for the Admin contact and their designates to be removed.   

Violation of this policy will result in referral to the Office of Conduct Standards or the Office of Human Resources for appropriate sanctions, and the loss of access privileges.

Persons not returning per guidelines are subject to revocation all telecommunication room access and future telecommunication room access privileges.   

In the event of a lost key, the Department whose staff signed out the key is responsible for the cost of re-coring all telecommunication room doors cored with that key.  A report of the lost key will be sent to the Office of Information Security (OIS) and the Department of University Safety.

NA