SECURITY OF & ACCESS TO CAMPUS FACILITIES
All Guilford College facilities are designated for the use of the College's students, faculty and staff. Persons attempting to gain access to any college facility without authorization or attempting to circumvent any security measures will be subject to campus judicial and/or criminal/civil action.
Locked Area Access
To obtain access to any locked areas, the following conditions must be met:
- A valid Guilford College ID card must be shown to the responding public safety officer in every instance in which someone is given access to an area.
- To keep an accurate record of areas accessed and persons who accessed them, public safety personnel must log each instance in which they grant someone area access.
Residential
- Students. Residential facilities are locked 24/7 and must be accessed by a resident's key or card. Unescorted visitors in residential facilities are prohibited.
- Staff. If faculty/staff/students request access to a residence not their own, the guidelines set forth in the Student Handbook must be followed.
Please note that exceptions will be made for college personnel in the case of regularly scheduled maintenance, emergency maintenance or public safety situations as outlined in the Student Handbook.
Departmental Offices/Areas
- Students. Students will not be allowed into a departmental office/area unless a prior arrangement has been made by a member of that department and confirmed by public safety's administrative personnel.
- Staff. All academic and departmental offices are locked and checked each night by Public Safety Officers. Public Safety will grant access to a staff member's own office or departmental area. However, officers will not let staff into another staff member's office, even within their own department, or into another department's area unless a prior arrangement has been made by a person controlling that office or area (such as the assigned occupant or the departmental chair/supervisor) and confirmed by public safety's administrative personnel.
Key Requests
All keys for campus spaces and facilities (except student rooms) must be requested on the standard key request form. The key request forms are 4 by 8.5 inches on ivory card stock. Forms are available at the Office of Public Safety and other departmental offices throughout campus.
- Submit the completed and authorized key request to the Public Safety Office. Use a separate form for each key requested.
- After the campus locksmith has made the key it will be available for pick-up at the Public Safety Office. Public Safety will notify requesters when keys are available for pick-up. Each person is required to sign for his or her own keys.
- Requests for keying offices and other academic or administrative spaces are submitted by email to: facilities@guilford.edu. Requests for the new keys will also need to be submitted before the requested work can be completed.
Issuing Keys
In all cases where keys are issued, keys are to be signed out by the intended recipient/user of that key only. They are intended for exclusive use for the assigned person, who is solely responsible for the use and safekeeping of the key. The individual to whom the key is issued also is responsible for the return of the key upon separation from the College or when the key is no longer needed.
Student Room Key Policy
All students must be issued a key prior to occupying, or as soon as they begin to occupy, a residence. Requests for replacement keys or lock changes for student residence halls must be submitted to the Office of Campus Life.
Key Return
Keys should be returned to the Office of Public Safety when no longer needed. All Guilford College keys must be surrendered to the Office of Human Resource upon separation from the College. The Office of Human Resources will then return those keys to the campus locksmith. Any keys not returned can result in a charge being levied against the person issued the key.
Duplicating Keys
Keys are not to be duplicated for any reason. Duplication of keys will result in replacement charges, and judicial charges will be filed against parties violating this policy.
Key Exchanges
Keys must not be exchanged directly between users. All keys are to be returned to the Office of Public Safety to allow the key records to be properly updated. The new user must submit an authorized key request in order to obtain the key for their use.
Campus Maintenance Policies
Guilford College has installed and maintains exterior lighting around all of its buildings and parking lots, as well as additional sidewalk and street lighting. While maintaining an attractive campus, grounds crews keep shrubs and hedges low, especially in areas around residence halls, for student safety. On any normal college workday, there are college support personnel whose jobs include providing inspection of the campus and its buildings and correcting any health, safety and/or maintenance problems.
The procedure for ROUTINE work requests is as follows:
In case of an URGENT work order request:
From 8:30 a.m. to 5:00 p.m.
- Staff and Faculty call Facilities at (O) 316-2902, (C) 451-6640 (#32), or Mark Miller (C) 669-1145.
- If Facilities cannot be contacted please call Public Safety at 316-2909.
- Students call the Campus Life Office at 316-2105 if no one is available.
- Public Safety will contact Facilities at 316-2902 or (C) 451-6640 (#32). (if declared a non-emergency then request is to be referred to Campus Life)
From 5:00 p.m. to 8:30 a.m.
- Emergency work order requests are reported to Public Safety at 316-2909.
- On duty public safety personnel will assess the reported urgent work request.
- If officer determines it is urgent, Public Safety will contact the on call maintenance personnel. If the on-call person does not respond within a reasonable timeframe, public safety should contact the Director of Maintenance, or his designee, so he/she can coordinate a response.
A work order does not need to be submitted for urgent calls that maintenance has responded to.
Maintenance Emergency Situations
An emergency work order request is one which, if not given immediate attention, will result in personal injury or damage to buildings or grounds. Emergency work order requests are to be telephoned directly to extension 2900 and reported to the control room operator on duty that will either transfer the call to the appropriate division or manager, or contact the appropriate on-call person.
Water
- Leaking from major pipes.
- Large amounts of water or sewage leaking.
- Water leaking on to electrical equipment that cannot be moved, needs attention at once.
- Water leaking through a roof that is not causing significant damage and can be contained in a bucket or trash can, can wait until next working day.
Electrical
- Electrical problems within a whole building or suite need attention at once.
- Electrical problems with more than 1/2 the campus is a Duke Power problem and the Public Safety Control Room Operator should call 1-800 Power Out.
- Then the Director of Facilities and the Director of Maintenance should be contacted.
- Electrical problems in one room do not need attention at once and can wait until the next day.
Heating and Cooling
- Problems that are throughout the building and are part of an event that is scheduled for more than 2 hours need attention at once. An event that is going to end in 2 hours or less can wait until next day.
- Heating problem, with building temperatures below freezing should get attention at once.
- Heating or cooling problems in a single room should wait until the next working day, unless the individual has no other temporary accommodations.