1. Master Access Coordinators’ Council 30May, 2018 2-4pm TSB Rm 022C
The Pennsylvania State University
Master Access Coordinators’ Council 30May, pm TSB Rm 022C

2. Welcome & Introduction
MAC List review & sign-in
Please review the list for any changes, incorrect information, etc.

3. Meeting Logistics
Purpose
Today: Focus on Keys & Audits

4. Communications Office Location 155 Suite – OPP Bldg. Phone Number:
(shared):
Webpage:

5. Policy Review & Interpretations
Managed Exceptions
Form will be posted on the website to formally request (and approve) policy exceptions.
Purpose: provide written documentation (for Physical Security & user) of policy exceptions

6. Admin Topics - Audits Quarterly: Annual (& Special, Change in AC):
Are access-holders still affiliated with work unit?
Annual (& Special, Change in AC):
Full inventory of keys and review of clearances
Tools in development to help you
Forms – checklist / standardized reporting
Qualtrics (online reporting)
Targeting first campus-wide annual audit report for Summer 2019

7. Admin Topics - Training
Policy Familiarity (on LRN)
Ready for vetting (volunteers?)
After vetting, will be required to become an AC
LAC Training:
CCURE 800 – Job Aides
Group Training (scheduled or group request)
MAC Training: 1 on 1

8. Admin Topics - Forms

9. Admin Topics – ACA Approval
For MACs:
Must be signed by Budget Executive
(approval to spend money – order keys, WOs)
Must be signed by FC - communication
For LACs & Security Monitors:
May be signed by MAC if work unit allows
All forms approved by University Access Controller

10. Admin Topics – FAAR Approval
Keys:
Always require a FAAR Form *
Temporary ID cards & ‘punch code’ doors managed as keys
CCURE:
Required for Permanent Clearances (>120 days…or one semester)
Temporary Clearances must use activation & expiration dates
All forms signed by Requestor & approved by Access Coordinator (LAC)

11. Key Topics: Troubleshooting / Training
Why is this important?
Keys are still the most common form of access control
Card swipes will be overridden (and alarm!) if keys are used or hardware doesn’t match. (May need to re-core doors/change hardware configuration!)
Knowing the terminology is helpful for understanding (and troubleshooting) your card swipes:
- Keys control latches to lock/unlock doors
- CCURE controls the strike (plate) to lock/unlock doors (the door itself is always locked)

12. Key Topics: Troubleshooting / Training
Types & Terminology:
Components: Knob/handle, latch, lock core, face plate, strike plate, lock buttons/toggles
Lock buttons & CCURE compatibility…

13. Key Topics: Troubleshooting / Training
Common Lock Functions:
Passage: No key, either knob turns latch
Privacy: door locks from inside, hole for emergency unlock (think – bathroom door)
Entrance (Office): exterior door knob can be locked by buttons/toggles on faceplate; key can be used to retract latch when door is locked
Classroom: key locks exterior knob, interior knob is always active
Storeroom: Interior know always active; exterior know always inactive, key retracts latch (in other words, when key is removed, door is locked

14. Key Procedures & Topics
Guiding Principles:
Lowest level keys to do the job required
100% accountability for all keys at all times
Should NOT be used to circumvent a card access system
Applicability: only concerned with PSU Door Keys
Mostly BEST keys
Some other brands (i.e. ARROW for Leased properties)
Doesn’t apply to furniture, vehicle, or other random (non-BEST) keys

15. Key Topics: Key Types Grand Master
Facility Perimeter (Police District Cores - emergency access)
Building Master
Building Sub-master
Facility Entrance
Individual Door
Control Key (OPP only)
Specialized Use (UU, JA, TNS, etc.)
Taken from SY2001

16. ‘Reading’ a key… Key Statuses: Issued Inventory LOST Obsolete
Destroyed

17. Key Procedures & Topics
Key Ordering:
Through Suite Req (via a Work Order to Maximo)
Must be approved to order keys (Access Coordinator form)
Considering MAC-only key ordering
Key-Related Discussion Topics:
“Specialized” Keys … (i.e. JA, M (MM), TNS, U (UU, UUU, U3)…etc.)
Separate ordering documentation to justify need
Contact Physical Security Office

18. Key Procedures & Topics
‘Missing’ Keys:
Advise individual of potential outcomes
Encourage them to find the key
Lost Keys (SY2001):
Report to Physical Security (GM, BM, Perimeter – immediate)
Risk Assessment by PS, PPS & your Administrator
Recoring may be required by PS/PPS (work unit always has option)
Work Unit has right to pass replacement costs on to employee

19. Key Procedures & Topics
‘Destroyed’ Keys:
Send to Physical Security (not Police!)
If possible, send electronic copy of D/B with keys
Other Key topics of interest:
Key Deposits
Space Reallocation / renovations
No serial numbers
Other key-related questions / concerns?

20. CCURE 800/8000 Job Aides Available on Website (5 most common):
Queries (today’s training – time permitting)
Assigning / Deleting Clearances
Creating Clearances & Time Specifications
Creating Events (Manual Actions)
Reports
Other Tools, resources, clarifications, FAQs, & guides

21. Large Initiatives Update
CCURE 9000 upgrade
Target: CCURE 9000 preview in Sept… ???
Keybox / AD 65 – perimeter security
Approval received for Key boxes to become strategic ‘University’ assets
Assessing status & needs
Upgrading ProxSafe Software (& select hardware)
Changing plans to proceed by areas (proposed order: 1,5,6,3,4,2… add HFS)
Long term goal: GM/BM keys in key boxes, accessible by OPP & select work unit personnel (FCs, MACs, SOFR, IT…???) for greater accountability of ‘higher-risk’ keys & integrate with CCURE 9000

22. Large Initiatives Updates – Shared Bldg. Schedules
Building Schedules are ultimately the responsibility of Physical Security (with heavy amounts of input from FCs!)
Shared Building process (i.e. event scheduling options):
Deny the request and schedule it in a building that is open. 
Grant temporary card access to the group requesting the space via a temporary clearance
Schedule the building to be unlocked.  By policy the procedure would be:
All of the MACs in the building would need to agree to temporarily change the building unlock schedule. 
If the MACs don’t agree, then it falls to University Access Manger to make a decision (I generally will not override a MAC’s wishes unless there is significant need and/or no other solution)
After permission is granted, then the MAC responsible for the space (with PS assistance as needed) can program a manual action into CCURE.

23. Large Initiatives Update
Building Lock / Unlock Schedule:
Committee formed to look at issues and make recommendations
Recommending ‘locking down’ buildings with fewer scheduled events on evenings & weekends (better security & energy use)
Feedback being requested (FCs):
Buildings that SHOULD be locked down due to security concerns
Buildings that SHOULD NOT be locked down due to operational concerns
NOTE: This does not affect card-swipe access, only building lock/unlock schedule

24. Large Initiatives Update
University Key Management System
(investigating options – largely on hold until CCURE 9000 conversion complete)
Long Term Goal: integrate with Key Boxes & CCURE
Governance Committee (Gary Langsdale)
University Physical Security objectives / strategic plan
Where does Physical Security fall in University structure
HR Reclassification Efforts
(Public Safety Specialist & Safety and Security Manager)

25. Round Table Discussion
What are the biggest issues / needs for your work unit? (to drive future meeting agendas)

26. In Closing…
Review of Action Items & Decisions Comments for the Good of the Order Next Meeting: Wed. Sept. 5, 2-4 Room 022 TSB Training: CCURE Queries

27. Physical Security Office Staff
Primary Office Contact
Larry Murray- Security Network Administrator
Scotty Eble, EE- Chief Physical Officer
Keith Runkle- Security IT Specialist
Eric Bauman- Security Systems Administrator
Josh Troxell- University Access Manager
Marty Mantz- Security Specialist CWC
Kristen Croyle- University Access Specialist
Denny Hackenberg- Security IT Specialist/Interim System Administrator
Christina Brown- University Access Specialist