Card Services provides VU ID Credential-based access for CSGold reader equipped doors, buildings, suites and parking gates via the campus card system.  Procedures, roles and responsibilities are designed to support safety, security and accessibility. This process describes roles and responsibilities, along with general building access and the process for granting or revoking access.

Cardholder/Patron – The holder of an authorized Vanderbilt University issued identification card, mobile credential, biometrics or building access card.

Cardholder Responsibilities:  It is the responsibility of the Cardholder to return their Vanderbilt ID card to University officials upon request or termination from the university.  ID cards or equivalent mobile credentials should be carried at all times and are not transferable.  Unauthorized use may result in VU ID confiscation and disciplinary action.

Facility Approver – For buildings and doors not included in general building access, Card Services grants access as directed by Facility Approvers. Facility Approvers are appointed by Deans or Department Heads and hold the responsibility for requesting changes to patron access privileges, communicating door schedule changes and conducting access reviews.

The individual(s) designated by the head of a department, school or college holding responsibility for provisioning, revoking and updating card system building access privileges for a specific set of doors or buildings.  Facility Approvers are the points of contact for access reader schedule adjustments (i.e., lock/unlock schedules). System changes to patron access and door schedules may only be made by Card Services with the authorization of the appropriate Facility Approver.

Changes to Facility Approver List: Deans/Department Heads may make changes to the Facility Approver list by contacting Vanderbilt Card Services at cardaccess@vanderbilt.edu. It is recommended to keep the list of Facility Approvers to a minimum but ensure that a backup is available.

Facility Approver Responsibilities: As the designated approver/requestor for card access for a specific set of door or buildings, Facility Approvers are responsible for complying with these requirements:

The Secure Dores program is co-managed by VU Public Safety, VU Facilities and Card Services. Secure Dores enables the exterior doors of buildings to be locked and monitored in emergency situations. The step-by-step lock down procedure is illustrated in the Secure Dores LOCKDOWN procedure. When a building is undergoing renovation, it should conform to the Secure Dores standard.

New FAs should be walked through the processes of how to add/remove patrons, housekeeping procedures, basic card reader troubleshooting and if they have “Double-tap” access, the consequences of leaving a door unlocked.

Before VU breaks such as winter and Independence Day FA’s should be contacted to remind them that doors will be locked/unlocked on a specific schedule and if they need to deviate from this then to contact Card Services.

Libraries

Building Access

• The person to whom the individual reports (or a sponsor) requests access on their behalf from the respective Facility Approver.
• The Facility Approver contacts Card Services by email at cardaccess@vanderbilt.edu to request and authorize card access.
• It is the Facility Approver’s responsibility to validate the request and the requestor.
• A full list of current Facility Approvers follows.

Suite or lab access:

• Facility Approver for the lab/suite contacts Card Services by email at cardaccess@vanderbilt.edu to request access for patron.
• A full list of current Facility Approvers follows.

It is important to note that “All-VU Access” is rarely given to a patron. Alternative access groups should be used for “all access” depending on the patron’s role at VU. For example Plant Operations and VUPS employees should be given one of the groups designated for their department. It would be unusual for anyone to be given all access to campus as this would include areas where specialist training is needed prior to entering an area, or access is prohibited due to security concerns. Examples would be lab spaces containing hazardous materials, VUPS evidence rooms, animal facilities, server room, etc

Just because a patron has all-access on their card it does not give them permission to access all areas of campus.

Patron accounts of VUPS first-responders and VUIT personnel are identified in the CS Gold system, as these populations are granted role-based building access.

Employee Termination

• Card access automatically revoked when the employee’s record deactivated in Oracle Cloud or upon request by VUPD, the employee’s supervisor or HR.

Employee Role Change

• Facility Approvers are responsible for informing Card Services at cardaccess@vanderbilt.edu of changes in access permissions. If an access change is requested by anyone other than the approved Facility Approver, Card Services will validate change with the Facility Approver for that building/area.

Student Termination

• Card access is automatically revoked when a student record is deactivated in PeopleSoft Campus Solutions (typically at end of semester) or upon update from file received by the Card Services each morning.

Lockout

Building access for individuals may be immediately revoked by VUPS, Human Resources, the employee’s supervisor or Vice Chancellors by contacting Card Services.

VUMC affiliates are individuals who have a VUMC ID badge and have been authorized to enter VU-owned buildings either because they are libraries or because they have been granted access by a Facility Approver.  The VU and VUMC Card Offices facilitate ease of access for each other’s populations through an hourly and nightly file exchange process. This enables VU Facility Approvers to grant access to VUMC personnel on their VUMC badge. Reciprocally, VUMC may grant access to VU card holders on their VU ID card. Note that mobile credentials cannot be used for cross-entity building access as VUMC does not use compatible readers. An iClass or magstripe only card must be issued to VU students, faculty or staff who need VUMC building access.

Libraries

Building Access

• Department sponsor requests access for the individual from the appropriate VU Facility Approver. A full list of Facility Approvers is below.
• It is the Facility Approver’s responsibility to validate the request and the identification of the requestor.
• Facility Approver contacts VU Card Office by email at cardaccess@vanderbilt.edu to authorize and request access on affiliate’s VUMC badge.
• Changes to Facility Approvers must come from the head of a VU department/office/location, in instances where a VUMC office is located within a VU-owned building.

Suite/Lab Access

• Facility Approver for the respective building contacts Card Services at cardaccess@vanderbilt.edu to request access for the affiliate. A full list of Facility Approvers is below.
• Changes to Facility Approvers must come from the head of a VU department/office/location, in instances where a VUMC office is located within a VU-owned building.

Employee Termination

• Badge access is automatically revoked when VUMC badge is deactivated, via feed from VUMC.

Role Change

• Facility Approvers are responsible for informing Card Services at cardaccess@vanderbilt.edu of change in access permissions
• If change in access is requested via email, VU Card Office will validate change with the appropriate Facility Approver.

• Any cardholder who requires all access privileges due to their role must have approval from the Vice Chancellor for their area. Copies of approvals are retained in the Card Access email account.
• It is important to note that “All-VU Access” is rarely given to a patron. Alternative access groups should be used for “all access” depending on the patron’s role at VU. For example Plant Operations and VUPS employees should be given one of the groups designated for their department. It would be unusual for anyone to be given all access to campus as this would include areas where specialist training is needed prior to entering an area, or access is prohibited due to security concerns. Examples would be lab spaces containing hazardous materials, VUPS evidence rooms, animal facilities, server room, etc
• Just because a patron has all-access on their card it does not give them permission to access all areas of campus.