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Access authorisation during and outside office hours

Temporary regulations during Coronavirus

Regulations for access to buildings during Coronavirus (English version)

Starting points:

  • All building access authorizations have been revoked for all students and staff;
  • Except for the Spiegel, Pavilion, Citadel ground floor (Service desk LISA), Nanolab (via own entrance) and Technohal, the buildings will remain closed.

Regulation:

  • If an employee wants access to the building, the employee consults with his / her superior and the employee then submits the question to the AMH (Working Conditions, Environment and Housing) in the faculty (at BMS to the PBV) or to the director at the services (DD) (unless the PBV / DD has mandated this task);
  • AM decision AMH / PBV / DD will be passed on with arguments (mail exchange with hyperlink access authorization form) to one of the 4 Facility Team Leaders (FTL) of the building where the employee works;
  • Team Facility team leader (FTL) approves or rejects request (with arguments) and if so agrees with applicant or AMH / PBV / DD (mandated person);
  • Access authorization (PDF) therefore only comes with Security via FTL (max. 4 inputs). Individual requests are rejected;
  • In principle, the authorization is valid for 1 moment (maximum 1 day). Where necessary, CFM will call internal service; 
  • The same procedure applies for permission for a longer period. The e-mail exchange or additional argumentation must show that the PBV / DD agrees with the application for a longer period;
  • Requests are received via the FTL at the regular security address. At 7:00 am the next day, the requests will be processed in order of receipt, the authorization for the desired date will be granted and the mail checked! 
Regulations for acces to buildings during Coronavirus (Dutch version)

Uitgangspunten:

  • voor alle studenten en medewerkers zijn de autorisaties v.w.b. gebouwtoegang ingetrokken;
  • behalve de Spiegel, Paviljoen, Citadel begane grond (Servicedesk Lisa), Nanolab (via eigen ingang) en Technohal blijven de gebouwen gesloten.

Regeling:

  • als een medewerker toegang tot het gebouw wil, overlegt de medewerker met zijn/haar leidinggevende en deze legt de vraag vervolgens voor aan de AMH (Arbo-, Milieu en Huisvesting) in de faculteit (bij BMS aan de PBV) of aan de directeur bij de diensten (DD) (tenzij de PBV/DD deze taak gemandateerd heeft);
  • besluit AMH/PBV/DD zal met argumentatie (mailwisseling met toegangsautorisatieformulier) doorgegeven worden aan een van de 4 Facilitair Team Leiders (FTL) van het gebouw waar de medewerker werkt;
  • Facilitair teamleider (FTL) accordeert of wijst verzoek af (met argumentatie) en stemt indien af met aanvrager of AMH/PBV/DD (gemandateerd persoon);
  • toegangsautorisatie (PDF) komt hierdoor alleen bij de Beveiliging via FTL (max. 4 ingangen). Individuele verzoeken worden afgewezen;
  • De autorisatie geldt in principe voor 1 moment (maximaal 1 dag).  Waar nodig zal CFM interne dienst oproepen;
  • Voor toestemming voor langere periode geldt dezelfde procedure. Uit de mailwisseling of uit toegevoegde argumentatie moet blijken dat de PBV/DD akkoord is met de aanvraag voor langere periode;
  • aanvragen komen via de FTL binnen op het reguliere mailadres bij de beveiliging. Om 7:00u de volgende dag zullen de aanvragen op volgorde van binnenkomst worden verwerkt, de autorisatie voor de gewenste datum worden toegekend en de mail afgevinkt!

During the Coronavirus situation, the safety rules and regulations as mentioned on this page (see below) still apply.

---------- Start regular regulations (outside Coronavirus period) -----------

Staff, students and guests can request authorisation for access to UT buildings after closing time and/or for access to labs that are not open to the public. This authorisation will be placed on your employee or student pass. You will gain access by holding your pass in front of a card reader. Access authorisation will only be granted if you have a valid reason for requesting access.

The procedure depends on the building you want to access. In the following explanation a distinction is made between technical and non-technical buildings. If you have any questions, please contact the Service Desk of your building.

Access to technical buildings (Carré, Hal B, Nano lab, Zilverling, Waaier, and Horst)

Applying for access authorisation starts with filling out an access registration form. The link can be found below. You can fill out this form online and send it to the secretary's office and/or to the supervisor of your department. The secretary's office and/or the supervisor of your department sends it to the responsible security employee of the department, who will approve or turn down the application. From now on it is also possible to fill out a form to authorise more than 10 persons. The approved application is forwarded to the Security Department, and your authorisation will then generally be processed within 2 days. If you are in possession of a staff or student pass, the new authorisation will be effective immediately. If you do not have a staff or student pass, you can have one made at the ICT Service Desk in the Citadel building.

Access to non-technical buildings (Ravelijn, Spiegel, Cubicus, Bastille, and Vrijhof)

Applying for access authorisation starts with filling out an access registration form. The link can be found above. You can fill out and submit this form online.

The secretary's office must email the form to the Service Desk. This is the digital signature for their approval of your application. From now on it is also possible to fill out a form to authorise more than 10 persons. The Service Desk will forward the form to the Security Department and your request for authorisation will then generally be processed within 2 days. If you already have an authorised pass, the new authorisation is active immediately. If you have no authorisation on your pass, go to the Security Department to have your pass read. Do not forget to bring your ID if you are not an employee or student.

Contact persons

The secretary's office can send the applications to one of the following email addresses:

Loss/theft

If you access pass is lost or stolen, please report this immediately to the Security Department. The pass will then be blocked. 

Requesting an employee or student pass

The issuing of access passes and granting access rights is the responsibility of the Security Department. Employee passes are issued by the LISA ICT Service Desk at the Citadel building. Student cards are issued by Student Services

Safety regulations and rules

Most UT buildings are closed outside office hours. Outside office hours, the Security Department provides emergency assistance to individuals present in the buildings. The purpose of the access passes is not only to keep unauthorised persons out. The electronic system detects your presence, so the Security Department can quickly see who is present in the building in the event of an emergency.

It is very important, also for your own safety, that your presence and your departure outside office hours are recorded correctly.

For the sake of convenience we refer here to the regular opening times as 'office hours'. For the education buildings, these are from 8:00 to 18:00 on working days. Vrijhof, the Sports Centre, and Bastille are also open in the evenings and at the weekends. This procedure does, therefore, does not apply to these locations.

THE RULES

  1. Ensure that your presence outside office hours is registered: You are registered automatically by holding your access pass in front of the card reader when entering the building. Do not forget to register before 18:00 if you are already in the building and want to stay after closing time. There are card readers for this purpose in many buildings. If you fail to register, the outside door will not open at your departure; you will be trapped in the building and have to call Security.
  2. Sign out with your access pass when you leave the building: You are automatically signed out when you use your access pass to unlock the outside door. Do not forget to sign out when you leave the building at the same time as another cardholder. If you fail to sign out, the central database will think you are still in the building, and your access pass will be automatically blocked next time you sign in.
  3. Group meetings outside office hours: Buildings are also open outside office hours in case of group meetings, and a receptionist/emergency staff will be present. Participants of such a group meeting do not need to use their access passes. 
    If you want to be in the building outside office hours on an individual basis, the above mentioned rules for logging in and out apply, even when the outside door is open for a group meeting. (For organising a group meeting outside office hours, the rules on https://www.utwente.nl/en/cfm/activities/organize-activity/notification-of-an-event/ apply.)
  4. Do not allow others to use your access pass: Your access pass is strictly personal. The pass does not contain your personal data and access rights, but this information is linked to the card number in the central database. It is a punishable offense to allow a person without a pass to enter or leave the building with you. Ask the other person to use their own access pass. 
  5. Bringing guests is allowed, subject to conditions: If you want to bring one or more guests (without a pass) into the building outside office hours, you can do so subject to the following conditions:
    1. You must inform the Security Department about your guest(s) (no more than 5) in advance, by visiting the Security Department in the Spiegel building or by calling 053-489 2134.
    2. While in the building, your guests remain in your immediate vicinity at all times. You are responsible for their behaviour.
    3. Your guests leave the building at the same time as you. 

      (Call Security if the revolving door only allows cardholders to pass. Security will then unlock the door remotely.)
  6. Please immediately report loss of your access pass: For this purpose, you can also visit or call the Security Department in the Spiegel building at any time: 053-489 2134.
  7. In the event of accidents or emergencies only:

Call the emergency number 053-489 2222.

PENALTIES

The access system for buildings is based on a combination of a code of conduct and electronic tools. The objective is to create the best possible security with minimal disruption for the user. However, the system only works if everyone observes the rules. That is why, in future, your access pass will be blocked in case of violation, and you will no longer be permitted to be in the building outside office hours.

Monitoring of compliance will be intensified. You must be able to show your access pass as well as a valid ID for verification at the request of a security officer. All traffic at the access doors is recorded by security cameras. Analysis of these images is one of the ways for Security to identify cardholders who have violated the rules.

For additional information send an email to: servicedesk-cfm@utwente.nl

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