1 Expanding Access in an Academic Environment John Rotunni, Lisa Rotunni & Edward Hohmann California State Polytechnic University, Pomona

2 Copyright Edward C. Hohmann, John J. Rotunni, Lisa M. Rotunni This work is the intellectual property of the authors. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the authors.

3 Getting the Most from a Card Access System Increase space sharing Reduce loss & damage Ensure safety after hours Allow use anytime, 24 x 7 Encourage use by more people Establish user responsibility 4,200 Students - 63 Lab Suites - 253,000 ft 2 College of Engineering, Cal Poly Pomona

4 What Can an Access System Do? Lock and unlock doors on a schedule Provide card-swipe access for individuals Grant different types of access – pass/toggle Allow time-of-day-based and calendar-based access controls and alarm conditions Monitor door status Issue alarms Control special equipment and systems Record access activity

5 Designing Spaces Typical elements Single card-swiped entry door Other non-swiped exit only doors Emergency exit only door Roll-up door Monitoring & tracking requirements Cover all doors Do not issue keys Doors locked or unlocked by key may not respond to system locks & unlocks Uncontrolled door leaves space uncontrolled

6 Card Access Door Components Position sensor Sounder Request-to-exit sensor Electric lock Card swipe We purchased a DSX Access System and components through Electro Specialty Systems

7 Time & Calendar-based Controls Time Zones control weekly operations Scheduled automatic lock/unlock & Time determined card-reader response Academic operations Vary by day of week M – Th open for evening courses Close early on Fridays Closed on weekends Vary by day of year Special open days – Hol 1 Business hours during term breaks – Hol 2 Closed academic holidays – Hol 3 1 of 22 Time zones Locks/unlocks outside doors

8 Granting Card Access Establish identity – ID card with photo Assign Access Level – define which readers grant access & during what Time Zone Determine special access needs – toggle, return to schedule Set expiration – automatic or manual Access response can be changed from Toggle to Pass for a particular card based on Time Zone

9 Who Needs Access? Faculty & Staff – year-round users Students – frequently changing needs Request form requires approval by advisor, chair Standard Access Levels for ease of assignment Expiration date required – end of term or year Others – frequently changing population VIP visitors Vendors/contractors Workshop & seminar participants Faculty & Staff who have misplaced their campus ID Guest cards needed to provide temporary access

10 School Hours After Hours Classrooms & Labs Work RoomsDept Offices Pass Tech Staff Pass Students Pass Toggle Flexible by Room, Person, Time Pass Only Pass Only Faculty Office Staff

11 Two Years Experience 165 Control Points 1,000+ Users

12 Behind The Scenes Hardware Real-time database interface Distributed door controllers Master / slave networked Two Door Slave Module & Battery Backup Master Module & Battery Backup Workstation Memory in each module contains authorized access info & user data Workstation Location 1 Location 2

13 Behind The Scenes Software System interfaces & actions – DSX Database Establishing configuration Authorizing card access Operator interfaces – DSX Workstation Monitoring & ad hoc remote control Displaying real-time status Management reports – MS Access Showing configuration Tracking usage Use campus systems for card data

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15 Why Cards or Metal Keys? Cards permit instant updating & flexibility Immediate withdrawal of use Time & calendar specific access Keys have lower cost & management workload Individual unused keys are often shared Keys become less secure over time through loss Mix systems appropriately & synchronize Consider number of users & security requirements Use card access groups to mimic master key levels Restrict master & sub-master key distribution to minimize loss Weigh total cost – install, maintenance, effectiveness

16 Controlling Special Devices Unique requirements Elevator – activate buttons & rear doors Gates Equipment (projectors) – theft protection Beyond access toward building operations Lights – hallway & display areas Air conditioning External inputs trigger system response Fire alarm – opens gates

17 Security, Not Surveillance Philosophy of encouraging access More use by more people People working will help maintain facility Operator/police response to alarms Expected only during off-hours Security weaknesses – reduce with cameras Open air spaces Attractive nuisance areas Card-swipes recorded but not monitored Data accessible when losses occur

18 Tips & Tricks Use dual-swipes – two control points for a gate Place card swipe near main configuration station Give two cards to the same person – normal pass access plus special toggle card Install doors with no outside handles – no card or key, sounder discourages all but emergency exit Have a portable control station – laptop with software and network connectivity Assure network connectivity adjacent to hardware – facilitates troubleshooting and emergency control

19 Whats Happening Now? Struggles Doors propped open – adding sounders Workload from frequently changing users – standardizing access assignments, developing tools Building system synchronizations limited by only on-off control Expansion Rapidly adding additional swipes in older buildings Installing vehicle gate control for surrounding areas Working with building engineers for control options

20 Why Do Users Like It? Quick changes give flexibility Remote control allows ad hoc adjustments Building lockdown promotes peace of mind Calendar-based controls automate schedules Students enjoy working on their own time schedules

21 Access Us at Cal Poly Pomona Web: John Rotunni Lisa Rotunni Edward Hohmann