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Buildings & Grounds

Electronic Lock Access System

Carleton College is committed to providing a safe secure environment for faculty, staff, students, and visitors as well as convenient access to all workplace, learning, and residential areas. To that end the College maintains an electronic access control system on most of its buildings as a complement to its mechanical key program. This document will enumerate the guidelines within which the electronic access system operates.

Electronic Access Benefits

  1. There is no re-keying needed when someone loses their OneCard.
  2. Changes to a cardholder’s access privileges can be made at any time and, in most cases, without having to handle the OneCard.
  3. Expiration dates can be assigned to a cardholder’s privilege so the OneCard won’t become a liability when the cardholder graduates or leaves the employment of the College.
  4. Doors can be unlocked and locked remotely on a predetermined schedule or on demand.
  5. Alarms can be generated if doors are propped open or if someone tries to enter without permission.
  6. Authority to manage access can be decentralized.
  7. Access transactions are logged in the database by cardholder, location, date/time stamp and approval or denial status. Transaction reporting can be requested by office managers, department chairs, building managers and Security Services as a check on authorized or unauthorized activity at a given location. This feature allows the electronic lock access system to be at times an extension of law enforcement at Carleton College.

Access-Controlled Areas

  1. Residential Buildings
    • All exterior doors in on-campus residential halls are controlled by the electronic access system and are secured 24/7 with the exception of move-in and move-out days and Reunion.
    • Student room doors in some residential buildings are controlled by the electronic access system. All other student room doors are accessed with metal keys.
  2. Academic Buildings
  3. Administrative Buildings
    • Most exterior doors in administrative buildings are controlled by the electronic access system.
    • Some interior doors in administrative buildings are controlled by the electronic access system.
  4. Doors on the electronic access system can be unlocked and locked automatically according to pre-arranged schedules tailored to the needs of the building or office.

Electronic Access Privileges

  1. Electronic access cards shall be used only by the individual to whom the card is issued.
  2. Duplication of electronic access cards other than by the Campus Services Office is prohibited. Any person who knowingly makes or duplicates a Carleton OneCard or any of the other electronic access cards as defined in this policy is subject to disciplinary action by the College.
  3. Access privileges can be requested by a cardholder’s supervisor using one of the Building Authorization forms found on the OneCard website or by sending a message to "dooraccess@carleton.edu". A cardholder may not request building access authorization for themselves.
  4. Cardholders authorized to enter a locked building or door on the electronic access system will be held accountable for securing the door after they have gained access.  Doors will not be propped open or otherwise compromised.

Electronic Access Termination

  1. Employee: When an employee’s need for access no longer exists, whether as a result of termination of employment, change of department/responsibility, or other reason, it is the responsibility of the employee’s supervisor to notify the Campus Services Office so that electronic access may be inactivated. If possible, the employee's OneCard needs to be returned to the employee’s supervisor or the Human Resources Office after the employee’s termination of employment.
  2. Student: Electronic access will be renewed each term that a student’s status is listed as active and will expire on move-out day for that term, unless the student remains on campus for academic or employment-related reasons. The student's OneCard does not need to be returned to the College upon withdrawal or graduation.
  3. Affiliate: Access expires for affiliate cards that have been issued to a family member(s) of an employee who no longer works for the College. The affiliate's OneCard does not need to be returned to the College.
  4. Non-Carleton Personnel: Electronic access will be terminated upon completion of the specified and agreed upon length of time listed on the original building access authorization form. Card needs to be returned to Facilities.

Lost or Stolen Cards

  1. Electronic access cards that are lost or stolen must be reported immediately to the Campus Services Office so that the access privileges assigned to the card can be inactivated.
  2. Employees and students with Carleton OneCards can easily inactivate their lost or stolen card themselves on the OneCard Dashboard. Instructions and links can be found here.
    • Replacements for lost, stolen, or damaged OneCard will be issued by Campus Services during normal business hours.
    • Temporary cards will be issued by Security Services after normal business hours and on weekends.

Alarms

  1. The electronic access system employs remote alarms that alert system administrators and Security Services when certain conditions occur.
    • Doors that are not scheduled to be unlocked for an extended period should only remain open long enough for a person to pass through them. If the door is held open longer for a door passing event, a “door prop” alarm is triggered. The “door prop” alarm is inactivated when the door is closed. Propped doors compromise the security of the building and should be avoided.
    • Doors that are scheduled to be unlocked for an extended period of time do not trigger “door prop” alarms.
  2. Some doors on the electronic access system are equipped with an audible alarm. These alarms are triggered by “door prop” conditions and produce a noise until the door is closed. The noise is intended to be loud and irritating enough that the door will be quickly closed by someone in close proximity to the propped door.

Damaged Electronic Access Components

  1. Damaged or non-functional electronic access components such as card readers or audible alarm devices should be reported as soon as possible to the Facilities Office using the campus work order system.
  2. Anyone tampering with electronic access components is subject to disciplinary action.

Card Types

  1. Personal OneCard
    • Employees
    • Students
  2. Temporary Student
  3. Affiliate
  4. Friend of the College
    • Recreation Center/Library
  5. Alumni Guest House Guest
  6. Alumni Programs
    • Reunion planning
    • Reunion
  7. Summer Academic Programs
  8. Access Test
  9. Facilities
    • Contractor
    • Student Employees
    • Temporary Faculty Housing
    • Vendor
  10. Temporary Department
    • Dining Services Temporary
    • Res Life Visitor
    • Parents Advisory Council
    • Cave
    • Visitors/speakers

Electronic Access Administration

  1. Campus Services Office
    • Responsible for issuing campus OneCards to all employees, students, and affiliates.
    • Responsible for managing electronic access privileges and schedules for all academic and administrative doors on the electronic access system.
    • Responsible for assisting in the troubleshooting and repair of any doors on the electronic access system.
  2. Residential Life Office
    • Responsible for managing electronic access privileges and schedules for all residential doors on the electronic access system.
  3. Security Services Office
    • Responsible for issuing temporary electronic access cards after normal business hours on weekdays and during weekends
    • Responsible for monitoring alarms as they occur on the electronic access system and responding if necessary.
  4. Facilities Office
    • Responsible for issuing Facilities electronic access cards to contractors and other vendors.
    • Responsible for assisting in the troubleshooting and repair of any doors on the electronic access system.
  5. Auxiliary Services and Special Events Office
    • Responsible for issuing AGH Guest cards.
    • Responsible for managing electronic access privileges for college guests staying in Alumni Guest House.

Locations controlled by the electronic access system

Residential Buildings

All exterior doors in the following buildings are controlled by the electronic access system:

  • Burton Hall
  • Cassat Hall
  • Colwell House
  • Davis Hall
  • Dixon House
  • Dow House
  • Eugster House
  • Evans Hall
  • Faculty Club
  • Goodhue Hall
  • James Hall
  • Hunt House
  • Musser Hall
  • Myers Hall
  • Nourse Hall
  • Parish House
  • Severance Hall
  • Wade House
  • Watson Hall

Student room doors in Cassat Hall, James Hall, and Evans Hall are controlled by the electronic access system.

Academic Buildings

All exterior doors in the following academic buildings are controlled by the electronic access system:

  • Anderson Hall
  • Boliou Hall
  • Center for Math and Computing
  • Cowling Gym
  • Goodsell Observatory
  • Gould Library
  • Hulings Hall
  • Laird Hall
  • Laird Stadium
  • Leighton Hall
  • Olin Hall
  • Recreation Center
  • Skinner Chapel
  • Weitz Center for Creativity
  • West Gym
  • Willis Hall

Some interior doors in the following academic buildings are controlled by the electronic access system:

  • Anderson Hall
  • Boliou
  • Center for Math and Computing
  • Goodsell Observatory
  • Gould Library
  • Hulings
  • Laird Hall
  • Leighton
  • Olin Hall
  • Recreation Center
  • Weitz Center for Creativity

Administrative Buildings

All exterior doors in the following administrative buildings are controlled by the electronic access system:

  • 200 Division Street
  • Alumni Guest House
  • Bird House (front door)
  • Clader House
  • Dacie Moses House
  • Facilities
  • Henry House
  • Hoppin House
  • Johnson House
  • Sayles-Hill Campus Center

Some interior doors in the following administrative buildings are controlled by the electronic access system:

  • 200 Division Street
  • Alumni Guest House
  • Facilities
  • Johnson House
  • Sayles–Hill Campus Center
Last revised August 1, 2018

Last Reviewed: Dec 9th, 2019

Maintained by Auxiliary Services