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Expanding Access in an Academic Environment

John Rotunni, Lisa Rotunni & Edward HohmannCalifornia State Polytechnic University, Pomona

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Copyright Edward C. Hohmann, John J. Rotunni, Lisa M. Rotunni 2003.

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.

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Getting the Most from aCard 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 ft2

College of Engineering, Cal Poly Pomona

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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

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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

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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

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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 zonesLocks/unlocks outside doors

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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

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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

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School HoursAfter HoursClassrooms & Labs

Work Rooms Dept Offices

Pass

Pass

Tech Staff

Pass

Pass

Pass

Pass Pass

StudentsPassToggle

Toggle

Flexible by Room, Person, Time

Pass Only

Pass Only

Faculty

Office Staff

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Two Years Experience165 Control Points

1,000+ Users

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Behind The Scenes Hardware

• Real-time database interface

• Distributed door controllers

• Master / slave networked

Server &SQL Database

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

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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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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

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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

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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

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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

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What’s 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

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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

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Access Us at Cal Poly Pomona

Web: www.csupomona.edu/engineering

Contact: engineering@csupomona.edu

909-869-2474

•John Rotunni

•Lisa Rotunni

•Edward Hohmann