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TNS Policies

Purpose
Scope
Policy
Card Access Control And Security System
Key Signout Procedures
Accountability
Duplication
Return of Keys
Audits
Policy Enforcement
Related Policies

Telecommunications Room Access and Key Policy

PURPOSE:

The purpose of this policy is to protect the property and privacy of the University Telecommunications Facilities, Computer and Network Systems, Institutional Data, and of individuals assigned to use University Telecommunications facilities, by limiting access to such facilities to authorized individuals. Based upon findings of the University's Corporate Controller, reasonable physical security must be provided for Telecommunications Rooms in an effort to protect network integrity.

SCOPE:

This policy applies to all facilities owned, leased and/or under the control of The Pennsylvania State University that also has a permanently assigned Penn State IP address.

POLICY:

It is the policy of the Pennsylvania State University to control access to Telecommunications Rooms and to issue access privileges through the Card Access Control and Security System or keys to faculty and staff and to persons or organizations that have contractual agreements with the University. All University Telecommunications Rooms shall be commonly keyed. Keys to Telecommunications Rooms will only be provided through Telecommunications and Networking Services (TNS).

CARD ACCESS CONTROL AND SECURITY SYSTEM:

Telecommunications and Networking Services (TNS) is in the process of converting the door locks of University Park Telecommunications Rooms to an electronic card access lock system. The system utilizes the Penn State "smart" ID+ card. Authorized users from individual departments, in addition to TNS personnel, will have the ability to access Telecommunications Rooms containing departmental equipment.

Refer to Obtaining Telecommunications Room Door Access via Card Security System at University Park.

KEY SIGN OUT PROCEDURES:

Keys will only be issued for rooms that do not have an operational Card Access Control and Security System. A $10 key replacement fee will be charged to all University employees for lost or missing Telecommunications Room access keys. A report of the lost key will be sent to the Office of Computer, Network and Information Security and the Department of University Safety.

FACULTY AND STAFF:

Long Term Keys

Penn State Integrated Backbone Administrative Contacts (from this point on will be referred to as Administrative Contact) are the only individuals that are authorized to request long term keys for their staff members to Telecommunications Rooms. All requests will be verified against the Penn State Data Backbone Contact List.

Keys shall only be used for the room(s) where access is required, typically where departmental or TNS hub-only maintained network equipment is located, and for those rooms which access was specifically requested. Network systems covered under an TNS full maintenance policy do not require access by the user, while systems covered under a hub-only maintenance contract do require access by the user. Refer to Installation and Maintenance of Local Area Networks.

In some instances, organizations do not own a backbone connection in a particular building. However, because they have obtained subnet address space and share a backbone connection through another department, these organizations are able to request access to those Telecommunications Rooms. In these instances, the organization sharing the space would not have an assigned Administrative Contact for that particular building (Administrative Contacts are the only individuals that are authorized to request access for their staff members to Telecommunications Rooms). Therefore, all requests for Telecommunications Room keys will need to be routed through the Administrative Contact of the Department with whom they are sharing subnet/backbone connectivity.

In order to request a key, Departmental Administrative Contacts are required to submit a request (written memo or e-mail) to the Director of Transmission Facilities and Operations, Telecommunications and Networking Services. Requests must be submitted in advance, must indicate the specific room(s) for which access is required, and must include a brief explanation of why access is required. Once submitted, an acknowledgement will be sent to the Administrative Contact for verification purposes. Once verified, a key will be issued by the Telecommunications Key Custodian. The individual requesting the key will be responsible for obtaining the key from the Telecommunications Key Custodian. At University Park this is located at University Support Building 2 (USB2), Room 101A. Non-University Park locations vary. A valid Penn State ID card must be presented, the building(s) and room(s) for which access is approved recorded, and receipt signed for by the individual.

Only one (1) key per Department or Administrative Unit will be provided.

Short Term (30 Day) Keys

Short Term 30-Day Keys will be issued where the need to access the closet is temporary in nature. The same procedures as outline for Long Term Keys apply. Keys must be returned within 30 days. Keys may be signed out for an additional 30 days if necessary.

Only one (1) key per Department or Administrative Unit will be provided.

Daily Keys

Daily keys may be signed out from Telecommunications and Networking Services at the Network Operations Center (NOC) in the Telecommunications Building. Daily keys obtained at the NOC must be returned by 11:00 p.m. on the day the keys are signed out. The NOC will only sign out Telecommunications Rooms keys. Other building keys must be signed out from the Office of Physical Plant or the Key Custodian for the area where access is required. If you are a full time Penn State employee, you will have to present your Penn State ID each time a key is signed out.

Administrative Contacts are the only individuals that are authorized to request keys for their staff members (designates) to Telecommunications Rooms. Designates must be pre-approved by sending mail to NOC@mail.tns.its.psu.edu with a carbon to Emily Anselmi at emilya@psu.edu . In sending the mail, please include the full name of the person you are requesting to be given key sign out privileges, their Penn State ID, Penn State status (faculty, staff, etc.) and their phone number.

VENDORS, CONTRACTORS AND NON-PENN STATE EMPLOYEES:

Only Short Term and Daily keys will be issued to contractors, vendors and Non-Penn State employees who have verified reasons to gain access to Telecommunications Closets. A valid Drivers License must be presented and a request must be provided by an TNS staff member or through the TNS Director of Transmission Facilities and Operations. The same policies and procedures outlined above for key sign out apply.

ACCOUNTABILITY:

No key is to be transferred from one person to another without being returned to the Telecommunications Key Custodian for appropriate reissue.

Keys shall only be used in the room(s) identified at the time the key is signed out from the Telecommunications Key Custodian.

No individual shall at any time tamper, adjust, move or in any way alter equipment or facilities not directly owned by department or administrative unit that the individual belongs. Note explicitly that no individual shall at any time tamper, adjust, move or in any way alter any telephone or CATV equipment or facilities.

DUPLICATION:

All keys referred to in this policy are the property of The Pennsylvania State University and are not to be duplicated by any faculty, staff or student. Duplication of a key, or the possession of a duplicate key, will result in referral to the Office of Conduct Standards or the Office of Human Resources for appropriate sanctions.

RETURN OF KEYS:

Upon termination of employment all keys must be returned to the Telecommunications Key Custodian. Failure to return keys upon termination will result in the holding of employee accounts until the keys are returned.

Keys must be returned when the Card Access Control and Security System is installed in the room(s) for which access is recorded.

AUDITS:

An audit of Telecommunications Room access records will be done on an annual basis for review and update if necessary. Unusual occurrences related to access, key records, or the change of key holders may also result in an audit of control records

POLICY ENFORCEMENT:

It is the responsibility of the TNS to maintain systematic and effective control of access for all University Telecommunications Rooms. Each key issued to an individual is to be recorded, and a receipt signature is required from that individual when the key is issued. No key shall be issued without the authorization of the TNS Director of Transmission Facilities and Operations and Telecommunications Key Custodian.

Violation of this policy will result in referral to the Office of Conduct Standards or the Office of Human Resources for appropriate sanctions, and the loss of access privileges.

RELATED POLICIES AND PROCEDURES:

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