Facility Access
Recently, I have received several questions about facility access and requests for different access times. In order to help answer these questions it’s important to better understand a few things.
- We have a facility policy along with procedures and we use a lock system to manage access to our facilities. By entering the details into the lock system of who has access when, it regulates access to our buildings. The lock system has limits on the variations of details it will accept.
- The clock that the lock system uses may not match other clocks. Therefore, schedule the first shift to begin work after the moment that access is available to ensure the employee(s) has time to get in to the facility, put his/her things down and be ready to work.
In the process of trying to answer questions, I realized that the times listed in the procedures did not match the lock system settings and the access for Sunday hours in the procedures did not allow for an 8-hour workday. Consequently, the SH 610.1 Facility Access Procedures has been updated and the lock system will match those procedure details by January 28, 2013.
To help us understand decisions regarding requests for different access times, it is important to know that the lock system we use has 8 programmable slots available for our entire organization. For that reason, we have to use times that are relevant to large groups of employees to make the best use of the few slots that we have. Below is a chart detailing the access details that will be in effect by January 28, 2013:
Slots |
Employees |
Day of the Week |
Facilities Access Time in Lock System |
Hours open to public |
| Slot 1 | Maintenance, select IT staff | Monday – Sunday (7 days) | 24 hour access | |
| Slot 2 | All libraries, Extensions: Harrah & Luther | Monday – Thursday (4 days) | 7:00 am – 9:45 pm | 9:00 am -9:00 pm |
| Slot 3 | All libraries, Extensions Harrah: & Luther | Friday & Saturday (2 days) | 7:00 am – 6:45 pm | 9:00 am – 6:00 pm (Fri) 9:00 am – 5:00 pm (Sat) |
| Slot 4 | All libraries, Extensions: Harrah & Luther | Sunday (1 day) | 9:00 am – 6:45 pm | 1:00 pm – 6:00 pm (some locations may schedule staff to work an 8 hour shift) |
| Slot 5 | Café | Monday – Sunday (7 days) | 5:00 am – 9:00 pm | |
| Slot 6 | Janitorial | Monday – Sunday (7 days) | 5:00 pm – 11:00 am | n/a |
| Slot 7 | Service Center | Monday – Friday (5 days) | 7:00 am – 7:00 pm | n/a |
| Slot 8 Permanently unassigned for construction, repairs, misc situations | ||||
- NP, JN and WR have a brass key for building access. Harrah keeps extra brass keys for these locations.
- MC is a polling place. The procedure for early entry is that the manager lets maintenance know and maintenance meets the staff at the library at 6:30 am so the polling can be set up and ready at 7:00 am.
- If any library ever has a problem with a lock or can't get in they are to call 3536, the emergency number and maintenance will get them in the building right away.
- The person entering the facility first or exiting last must arm/disarm the burglar alarm.
- Managers and staff may be given a key for temporary use for things such as construction but they key(s) must be returned once that particular use has been fulfilled.
NOTE: The clock on the lock may be different than other clocks so plan the time to be ready for work accordingly.