OFFICE OF THE ASSOCIATE VICE CHANCELLOR –
OPERATIONS MANAGEMENT AND CAPITAL PROGRAMS

October 4, 2024

KEY ADMINISTRATORS AND KEY SUPPORT STAFF

Please be advised that the official campus PPM 530-6 (Key Control) Policy has been recently updated to include the operations and maintenance of electronic access control systems. Over the last year and a half, Facilities Management (FM) has been working closely with the Campus Police Department (UCSD PD), Policy and Records Administration (PRA), and the Office of Academic Affairs to develop a policy that clearly defines roles and responsibilities related to the challenging security requirements of our unique campus environment. The resulting revision, titled "Key Control and Electronic Access Policy," was circulated for campus comments on November 2nd, 2023 and finalized on June 28th, 2024. 

As stated on the UC San Diego Policy and Records Administration website, “The Policy & Procedure Manual (PPM)… serves as the primary reference guide for campus operating policies and procedures which apply to academic, administrative, research, and service units. The policies connect the campus mission to the everyday actions of its community, clarify the institution’s expectations of its individual members, mitigate institutional risks, enhance efficiency, and support the university’s compliance with laws and regulations.”

For departments that maintain and operate their own access control systems, please note that as of June 28th, 2024, “both FM and UCSD PD are responsible for specifying new electronic access whether in new construction or retrofit. All installations or changes to an electronic access system shall be overseen by FM and UCSD PD, under an approved work order or building project contract.” Additionally, “electronic access system repairs will be performed by FM or an approved vendor.” These provisions are in place in part to help eliminate the installation of hardware that may not be compliant with UC San Diego Master Specifications and may present Fire and Life safety concerns.

The security of our students, faculty, and staff will always be a top priority. Recognizing the changing landscape related to institutional safety and security, the campus will always be striving to find more effective ways to safeguard our community, our facilities, and our assets.

You can review PPM 530-6 in detail by following the link below.

https://adminrecords.ucsd.edu/PPM/docs/530-6.html

Stephen B. Jackson
Associate Vice Chancellor
Operations Management and Capital Programs