SH 610.1 Facility Access Procedures

SH 610 Facility Access

Adopted Date:

12/11

Revised Date(s):

01/13

Revision Type:

Administrative [1]

Tags:

Building Hours
1. Libraries
  1. Operating Hours: Regular operating hours are determined on a system wide level and approved by the Commission.
  2. Working Hours: Monday through Saturday buildings will open no earlier than 2 hours before the scheduled time to open that library to the public; Sunday buildings will open at 9:00 am. Monday through Sunday the buildings will close no later than 45 minutes after that library closes to the public.
  3. Access to the building outside of working hours as defined in 1.a.ii that is a non-emergency situation requires the authorization of the Library Manager and the Director of LO and/or Director of Facilities or would be considered unacceptable.
2. Downtown Library Departments
  1. Employees other than those authorized by the Executive Director may enter the building no earlier than 2 hours before the scheduled time to open the Downtown Library to the public.
  2. Employees other than those authorized by the Executive Director must leave by closing, according to regular operating hours.
3. Service Center
  1. Employees other than Maintenance staff may enter the building no earlier than 7:15am and must leave by 5pm.
  2. Department managers may work in the building until 7pm Monday through Friday, and between 7am and 5pm on Saturday; however, they must notify the Director of Facilities Maintenance in advance if they intend to do so.
Security Alarm Systems - Codes
1. The Director of Facilities Maintenance will provide security alarm codes to the personnel responsible for ensuring that the alarm is deactivated during working hours and activated at other times, These personnel are:
  1. Service Center – Director of Facilities Maintenance
  2. Downtown Library – Security Officer
  3. All other libraries – Manager of Library Operations
2. Personnel without the security alarm codes who require access to the building outside of normal working hours for an emergency reason should ask their supervisor. If approved, the supervisor will decide how to provide the employee access, by either
  - giving the employee the alarm code, or
  - meeting the employee at the facility
3. Requests to change the security alarm code should be made to the Director of Facilities Maintenance.
Keys, Key Cards and Fobs
1. The Director of Facilities Maintenance designates personnel authorized to have access to central files for keys, key cards and fobs (hereafter referred to as keys) and maintain checkout and check-in systems.
2. Supervisors will decide when a key is required, complete a Facility Access and Keys/Cards/Fobs Replacement form [7] and send the form to the Maintenance Department.
3. If a key is lost, the employee should notify the Maintenance Department.
4. When a library employee ends employment, (s)he will turn in all system keys to the supervisor. Supervisor will return the keys to the Director of Facilities Maintenance. If all keys are not returned, supervisor will notify the Maintenance Department.
Door Lock Codes
1. Supervisors will decide when a door lock code is required, complete a Facility Access and Keys/Cards/Fobs Replacement form [7] and send the form to the Maintenance Department.
2. Supervisors may recommend changing a door lock code by completing a Facility Access and Keys/Cards/Fobs Replacement form [7] and sending the form to the Maintenance Department.
3. Employees should take care when entering codes to insure that non-employees are not in a position to observe number buttons as they are pushed.
Visitor Access
1. If you have a visitor arriving at an employee entrance, be there to meet them or make arrangements for security or other staff member to meet them.
2. If you are entering the library through an employee entrance and someone needs access, get their information and who they are meeting. Do not allow entrance unless you have determined their visit is legitimate and can escort them or have someone come and meet them.
3. If you are entering a library before the building opens to the public or the Service Center at any time, be aware of who is coming through the doors with you. If you don’t recognize them to be library system employees, ask if you can help them.

Previous Versions & Supporting Files:

SH 610.1 Facility Access Procedures (2013) [8]

SH 610.1 Facility Access Procedures (2013) [9]

SH 610.1 Facility Access Procedures (2011) [10]

SH 610.1 Facility Access Procedures (2011) [11]