Staff, students and external parties can request authorisation for access to UT buildings after closing time and/or for access to labs that are not open to the public via the web application Sesam (internal network/VPN only). This authorisation will be placed on your employee or student pass. External parties will receive a card via the Security department.
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. More information about applying for a barrier pass for campus access can be found on the barrier pass page.
Process and manual requesting building access
Please follow the next steps to request access to UT buildings. Please find the processes for students, employees and external parties below.
- As a UT employee you can request access to buildings or times yourself via the Sesam web application. In Sesam you choose the building for which you need access. Then you choose either your own unit (if this is possible) or the faculty/department that manages the space. After this a choice can be made from different (sets of) doors.
- When submitted, the request is automatically presented to the approver of that (set of) doors. The approver can either approve or deny the request, giving reasons. As the applicant, you will always receive an e-mail with the result of the request.
- After the approval has been granted, the access will be automatically added to your employee card within one hour.
Authorisation period
The period for your default profile runs until the end of your employment, and a maximum of three years applies to additional access authorisations. You will receive a reminder e-mail just before an extra authorisation expires, so that you can request it again.
- As a UT student you can request access to buildings or times yourself via the Sesam web application. In Sesam you choose the building for which you need access. Then you choose either your own faculty (if this is possible) or the faculty/department that manages the space. After this a choice can be made from different (sets of) doors.
- When submitted, the request is automatically presented to the approver of that (set of) doors. The approver can either approve or deny the request, giving reasons. As the applicant, you will always receive an e-mail with the result of the request.
- After the approval has been granted, the access will be automatically added to your student card within one hour.
Authorisation period
The period for the granted access authorisations is limited to one year. You will receive a reminder email just before the authorisation expires, so that you can request it again.
If you are not affiliated with the University of Twente (i.e. you are neither an employee nor a student), you can request access to university buildings. There are two possibilities:
- You only need access to buildings or rooms. In this case, you will need an E-account. This can be arranged through your contact person at the university (a UT employee). The contact person will request an E-account for you.
- You need access to one or more UT ICT systems in addition to building access. In this case, you will need an X-account. An X-account can only be requested by a UT employee via selfservice.utwente.nl > authorisation.
External users with an E-account
- The contact person selects the building you need access to in the Sesam system. Then, the contact person chooses either the faculty/department that invited you (if possible), or the faculty/department responsible for managing the space. After that, a selection can be made from various (sets of) doors.
- Once submitted, the request is automatically forwarded to the approver of the relevant door(s). The approver can approve or reject the request, with a stated reason. The contact person will always receive an email with the result of the request.
- After approval, access will be automatically added to your UT card within one hour.
External users with an X-account
- You can request access yourself via the Sesam system. In Sesam, you select the building you need access to. Then, you choose either the faculty/department that invited you (if possible), or the faculty/department responsible for managing the space. After that, a selection can be made from various (sets of) doors.
- Once submitted, the request is automatically forwarded to the approver of the relevant door(s). The approver can approve or reject the request, with a stated reason. As the applicant, you will always receive an email with the outcome of the request.
- After approval, access will be automatically added to your UT card within one hour.
UT card
If you do not yet have a UT card (X or E account), you can collect your personal UT card from the Security Desk (Spiegel building). The card is personal and remains your responsibility. Use of the card is logged, and the holder is liable. Do not lend your card to others!
Authorisation period
The period for the granted access authorisations is limited to the maximum of one year. You will receive a reminder email just before the authorisation expires, so that you can request it again.
Manual Sesam application
Loss/theft
If your access pass is lost or stolen, please report this immediately to the Security Department. The pass will then be blocked.
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.
It is very important, also for your 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
- 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.
- 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. Such group meeting participants do not need to use their access passes.
For organising a group meeting outside office hours, check the rules on our notification of an event page. - 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:
- 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.
- While in the building, your guests remain in your immediate vicinity at all times. You are responsible for their behaviour.
- 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.) - 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.
- 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.
Links
Contact
For questions and more information, please send an email to servicedesk-cfm@utwente.nl.