Access Control at Montclair State: What You Need to Know
Montclair State University provides building safety and security and the maximum utilization and access to its facilities, through the issuance of physical keys and electronic access cards, and through the responsible administration of access privileges.
The distribution and assignment of keys and access cards is the responsibility of the Access Control and Systems Unit. Access Control and Systems uses the University ID card and other credentials for programming campus access. Examples of areas requiring keys or access cards include but are not limited to:
- Buildings
- Offices
- Work Areas
- Mechanical Rooms
- Storage and Utility Closets
- Electronic and Manual Key Cabinets
All employees will be issued keys and access rights, as needed, to access office and/or work areas. University ID Cards will be issued to all faculty, staff, and students, and should be the primary means of identification and access control at the University. University ID Cards are equipped with a proximity sensor and magnetic stripe, and are able to access doors with those readers that are programmed for user access.
Employee identification cards are obtained from the ID Card Office, located in the Student Center. New employees must present their official offer letter or a signed verification of employment letter from Human Resources to obtain a card. The identification card must be returned to the Division of Human Resources when employment is terminated.
Individuals are responsible for the security of issued keys and cards, as well as their use, until they are turned in to the Facilities Customer Service Center or they returned to the University upon termination of employment.
All keys and cards issued to individuals through Access Control & Systems remain the property of Montclair State University.
Key and Access Requests for Employees
All key and access requests must be submitted to the Facilities Customer Service Center through the Maximo Maintenance Management system. Key and access requisitions must be authorized by the requesting Department Head, Administrator, Supervisor or delegated authority. Any requests for keys that are determined to violate of University Access and Key Management policy will not be approved.
Access Programming for Buildings and Rooms
All access programming (scheduling) for buildings, electronic locks, classes, and office hours must be submitted to the Facilities Customer Service Center through Maximo. Access scheduling requests that are not authorized by the associated Department Head, Administrator, Supervisor, or delegated authority will not be approved.
Access Programming for Special Events
All access programming (scheduling) for special events must be requested by submitting the Key and Access Control Event Request Form through email to access-control@lists.zlmmc8.com. Access scheduling requests that are not authorized by the associated Department Head, Administrator, Supervisor, or delegated authority will not be approved.
Access Control vs. Locksmith Services
Locksmith services include lock repairs and changes, security hardware repairs and maintenance, master key and code key cutting, panic device installation and maintenance, ADA entrance and automatic door operator service, and emergency lockout services. Access Control services include physical and electronic access control systems installation and maintenance, electronic keypads and keyless entries, electronic keybox (Morse Watchman) programming and maintenance, security alarm installation and maintenance, security locks installation and operations, access control system and electronic lock programming.
Access FAQs:
Keys
All key requests must be submitted to the Facilities Customer Service Center (FCSC), through the Maximo maintenance management system. Key requisitions must be authorized by the requesting Department Head, Administrator, Supervisor or delegated authority. Any requests for keys that are in violation of the Montclair State University Access & Key Management policy will not be approved.
Keys may be picked up at the front office desk in the Maintenance Building. Employees will be notified when their keys are ready for pick-up and the times available to do so. In some cases, keys may be delivered by an Access Control & Systems representative. All keys must be signed for by the receiver, either electronically or on a paper key signature form. Recipients must present proof of proper ID in order to obtain keys.
The normal hours available for key pickup are 8:00 a.m. to 4:00 p.m., Monday – Friday.
Access Cards
All electronic access requests must be submitted in writing on a Key/Card Request Form. Authorized signatures of Deans, Directors, and Chairs must be on the form as required. During building turnover operations, a transmittal form may be used to protect the chain of custody for multiple keys.
The employee who is being assigned an access card may pick up the card at the front office desk in the Maintenance Building. Recipients must present proof of proper ID in order to obtain an access card.
The normal hours available for access card pickup are 8:00 a.m. to 4:00 p.m., Monday – Friday.
It is necessary to obtain written approval and signatures of the Building/Department Access Coordinator when it is necessary to make changes to their key or card access privileges. Submit all such requests to the Facilities Customer Service Center through the Maximo system. Only one access card may be active for an individual at a time.
All keys are to be returned to the Facilities Customer Service Center when an employee no longer needs the previously assigned keys, transfers to another department within the University, or terminates employment with the University.
Access Card(s) and key(s) are to be returned when an employee terminates campus employment, retires, or transfers. A separation clearance form will be completed, signed, and submitted to Human Resources.
In the event that an access or swipe card does not function properly, the user should contact the Facilities Customer Service Center at 973-655-5444.
If it is determined that a problem with an access card is due to physical issues with the card itself, and not programming, employees will be required to obtain a replacement card from the Montclair State ID Card office.
It is the responsibility of an employee to care for and maintain his or her ID card in such a manner as to ensure proper function, as well as appearance. Employees must not physically alter the University ID card as it may damage the technology embedded within the card. It is also not advisable to leave the card in the sun or allow it to become de-magnetized.
Damaged cards must be turned in to the ID Card Office before a new card will be issued.
University-designated replacement fees may apply to replace an ID card damaged outside the scope of normal wear and tear.
- Do not duplicate or request unauthorized duplication of a University key or access card.
- Do not transfer possession of a University key or access card from an authorized individual to an unauthorized person.
- Do not be in unauthorized possession of a University key or access card. Keys and cards in the possession of an unauthorized person may be confiscated.
- Do not leave keys and cards unattended on desks, in door locks, or carry them in such a manner as to be susceptible to loss or theft.
- Do not wash an access card, as this might damage the card and it will have to be replaced at the University’s designated fee.
- Do not punch holes in the card. This will render the card inoperable and it will have to be replaced at the University’s designated fee.
- Do not prop doors open for an extended period of time, as this will activate a security alarm.
- Do not replace, damage, tamper with, or vandalize a University lock, door, or security device.
- No campus area may be secured by an unauthorized locking device. Modifying, removing, or attempting to defeat or disable any access control systems, key and lock systems, except in cases of system failure, maintenance or repair, is not permitted.
Any person causing intentional damage to University access control devices, keys, doors and lock systems and associated hardware and software, or who props, holds open, or in any way interferes with the proper securing of an access-controlled entryway is in violation of University regulations and will be subject to appropriate sanctions.
Lost or Stolen Keys
- If a key is lost or stolen, please notify the Facilities Customer Service Center (FCSC) immediately to obtain a replacement.
- Report loss or theft of keys to the University Police and the FCSC.
- University Police will inform the Access Control unit that a lost key report has been filed.
- University Police will investigate and document reports of lost University keys and provide a copy of the report to the Access Control unit.
- University Police will contact the FCSC or manager on duty for any access emergency.
- University Police will provide classroom and office access, if requested, to approved Faculty, Staff, Administration, and Students.
Lost or Stolen ID or Swipe Card
- If a card is lost or stolen, please notify the FCSC immediately so that the card can be deactivated.
- Report loss or theft of access card(s) to the University Police and the FCSC.
- University Police will inform the Access Control unit that a lost access card report has been filed.
- University Police will investigate and document reports of lost University access cards and provide a copy of the report to the Access Control unit.
- University Police will contact the FCSC or manager on duty for any access emergency.
- University Police will provide classroom and office access, if requested, to approved Faculty, Staff, Administration, and Students.
Note: The University does not issue “loaner” or “temporary” keys or cards for short-term use. If an employee can not locate their ID card, he/she must go to the ID Card Office to obtain a new card at the University’s designated fee.
During normal business hours please report card reader and door issues to the Facilities Customer Service Center at 973-655-5444. Report weekend and after-hours card reader and door emergencies to University Police at 973-655-5222.
Shuttle service for employees and visitors operates from the main campus Monday through Friday, between 7:30 a.m. – 5:00 p.m., from the Red Hawk Deck, to University Hall, to Overlook, at the top and bottom of each hour (7:30 a.m., 8:00 a.m., 8:30 a.m., etc.)
Visitors traveling by personal vehicle may park in the parking garage.
Upon arrival to the Overlook building, all visitors, including Montclair State University employees who do not work in the building, must sign in at the 1st floor Lobby security desk before proceeding to the 3rd floor.
Overlook 3rd Floor Access
An active Montclair State University ID card is required for access to the Overlook 3rd floor. All permanent staff assigned to work at Overlook are permitted access credentials to the 3rd floor perimeter card reader doors. Access credentials for new employees and programming for existing employees may be requested through an Overlook Divisional Point Person. Student employees requiring access must be requested through the Designated Point Person and approved by the Division Head. Montclair State affiliates (contractors, consultants, etc.) must be approved by a Division Head and complete the Montclair State University Human Resources onboarding process before being issued access credentials.
Upon arrival on the 3rd floor, all visitors, including Montclair State employees who do not work in the building, must stop and be announced by Front Desk Reception.
Overlook Off-Hours Access
Off-hours access to the Overlook building and its offices is not available to Montclair State employees who do not work in the building.
Overlook employees must use their University ID card to enter the 3rd floor suite outside of scheduled hours. Weekend and late access requires registration at the 1st floor Lobby security desk upon arrival. Please contact the Facilities Customer Service Center at 973-655-5444 to report issues with a non-functional University ID Card after hours.
Overlook Building Management will not be able to grant 3rd floor access to Montclair State employees during off hours.
Off-hours entry to the Overlook building perimeter entrances is controlled through swipe cards issued by the Overlook property manager. Overlook employees may contact their Divisional Point Person, for information about obtaining Overlook building swipe cards.
Overlook-distributed swipe cards for the parking deck and perimeter building entrances do not operate on the Montclair State University 3rd floor.
- Faculty and Staff accessing interior doors with swipe cards (short or long term) require an approval from a Building/Department Access Coordinator or approved authority, and the requests will be submitted to the Facilities Customer Service Center (FCSC).
- Undergraduate student access to buildings at any other time requires an approval from a Building/Department Access Coordinator approved authorizing authority (for a specified period of time not to exceed one semester) and the requests will be submitted to the FCSC.
- Full-time faculty, Professional Staff, Administrative Assistants, UF Maintenance and Services staff, and University Police will have unlimited access at all times.
- Adjunct faculty, Ph.D. Students, and Graduate Assistants will have unlimited access to the buildings housing their research facilities while classes are in session.
- Deans wishing to limit access to buildings based upon student status, enrollment or other classification must submit a request to the Provost’s Office.
- Designated University Facilities staff have unlimited access with the exception of special offices where departmental approval may be required.
- Campus Police have unlimited access.
- Students have access to campus facilities during scheduled building hours, normally 7:00 a.m. – 10:00 p.m., while classes are in session, with limited access when classes are not in session.
Every Facilities employee is required to have a University-issued photo identification card that must be carried at all times while on campus. A time clock employee is required to register his or her daily time by swiping the University ID card at the Kronos clock and placing his or her finger on the biometric scanner at the terminal.
Note: Montclair State University identification cards are non-transferrable and misuse can result in disciplinary action and/or fines of $20 or more.
All University Facilities service and trades employees who perform work which requires them to enter campus residence halls, offices and other work spaces must produce his or her card upon demand and ensure that the ID card is accessible at all times while working.
