Access control

General

Property & Campus Services, acts in partnership with our customers, uses continuous improvement strategies to develop, deliver, manage and review services which support the achievement of academic excellence at the University of Melbourne.

What is ARES?

ARES is a Security and Access Control Management Software package.

Aims of the System

• Improved security monitoring service and response.
• A secure environment for cardholders.
• A secure database allowing:
  1. The generation of reports for security breeches, to aid in an investigation, statistics on after hours or specific room use etc,
  2. updates and changes to after hour access, access levels and dates, holiday time usage, and
  3. audit practices will ensure only current users have access to the site.
• A focused overall approach to the management of access requirements for a building and its occupants,

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Who gets Access?

It remains the responsibility of the Faculty and or Department to approve access requirements for any staff or student member. Without the authority of the Faculty Dean and or Head of Department, or their assigned person(s), access will not be given.
The process involves the nominated staff member requesting a card to be programmed for a student or staff member.

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Responsibilities

Security Office:

• Maintain the integrity of the database and system as a whole.
• To ensure database accuracy.
• To ensure all requests are processed in a timely manner.
• Inform the department of multiple card issues.
• To ensure security hardware is maintained in good working order, any faults are repaired promptly and reported to the department if prolonged inconvenience is expected or to suggest an alternative solution.

Departmental Authority:

• To maintain accurate records of cards issued.
• To check with the new user to ensure an access card is not currently held.
• To regularly inform the security office of any new issues or modifications to issued cards.
• Ensure exiting procedures are enforced, this could entail the collection of access cards from staff / students leaving or simply to inform the Security Office.
• Limit or deny access to any irresponsible users.
• Report any faults or problems regarding the buildings access control system.

Users:

• Immediately inform the Department / Faculty of the loss or damage of an access card.
• Inform the department if an access card is currently held.

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Explaining the System

An access card (like a key) allows access into a building(s) or room(s).
The advantages of an access card system are:

• Cards can be programmed to limit access to a specified period of time, group of doors within a building or group of buildings on campus.
• If an access card is lost, access can be deactivated.

Door Groups explained.

A Door Group is a set of doors which can be allocated to a card. A Door Group represents a list of doors that a cardholder can access.

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Ordering Cards

• Cards can be ordered via THEMIS singularly or in bulk.
• Dept Supplying Code is 077 04 - Campus Operations Group, Attn: Access Control Officer.
• Cost of a Access card is $9.00.

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Notices

Departmental access for all new students beginning in the second semester 2007.

What access will new students in my department, beginning in semester 2, have on their ID/Access cards?
The default access programmed to new students' cards when they enrol, transfer or re-commence after deferment is: Access to the Student IT Labs on Monash Rd If this is the only access your enrolling students require you need to do nothing more

If however you're enrolling students require additional departmental access you will need to use the following process:

Swipe Card Readers
Complete an Access Control Cards Request Form with the student's name, student number, building number and the door group required. Email the completed departmental access request to access control.

Proximity Card Readers
You will need to purchase proximity cards by raising an internal order to department 077-04. (At $9.00 each) Complete an Access Control Cards Request Form with student's name, student number, building number and the door group required. The internal order number for the purchase of the access card will need to be included at the top of the form. Email the completed departmental access request to access control (access-control@unimelb.edu.au)

It is expected that all requests for access will be programmed within 48 hours of receipt of the Access Control Card Request Form by Access Control. By grouping similar access requests on the same form access control staff will be able to process your request faster.

If you have any further questions or concerns, please feel free to contact us at access-control@unimelb.edu.au

Please Note: Unless a specific request to retain their current access is included on the access request form students transferring to your department will lose any previously loaded access.

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Feedback

All suggestions are welcome.
Please forward your comments and suggestions to:

Security Systems Coordinator
Dept: Campus Operations Group
The University of Melbourne
Tel: 03 8344 6836
Fax: 03 9349 5175
E-mail: access-control@unimelb.edu.au