Facilities Services Card Access (SOP)

Summary

Standard Operating Procedure (SOP) for Facilities Services Card Access
Effective Date: 9/2/2025
Revision Date: 9/2/2025
Approved By: Derick Bailey

Body

Purpose 

This SOP establishes procedures for requesting, assigning, and terminating card access within Facilities Services. Card access is granted based on job-related responsibilities to support operational efficiency while maintaining security for Facilities Services and the campus community. 

Scope 

This SOP applies to all Facilities Services employees, student workers, temporary staff, and contractors who require card access to perform their duties. 

Responsibilities 

  • Supervisors – Submit requests, justify access needs, ensure timely removal of access, and remain accountable for temporary cards. 

  • Employees/Designees – Safeguard their credentials and immediately report lost cards. 

  • Facilities Services Building Access Team – Process approved requests in accordance with this SOP. 

Procedures 

General Guidelines 

  • Card access must be requested by a supervisor who has similar access. 

  • Requests to add or remove access should be submitted at least 72 hours in advance. 

  • Approved requests will be processed within 48 business hours. 

  • Individuals are responsible for the use of their assigned credentials (physical card, temporary card, or digital/mobile credentials). 

Temporary Access Cards 

  • Temporary cards may be issued for up to 60 days and require renewal if additional time is needed. 

  • Supervisors are responsible for all use of temporary cards assigned to their personnel. 

  • Temporary cards must be returned to the Monitoring Center (FSC 122) when no longer needed. 

  • Temporary cards should not be repeatedly renewed for the same individual with the same access. Supervisors should instead request “Friends of the University” status for contractors or temporary workers, allowing them to receive an assigned card. 

  • Cards are available after-hours for emergencies only.  Contact FS IT support at 865-974-1995 to request emergency access. 

Requesting or Removing Access 

  • Supervisors must complete the official Building Access Request Form (requests cannot be submitted by designees). 

  • Include full contact information for the employee or designee requiring access. 

  • Request only the minimum access required for job duties. 

  • Provide clear justifications to expedite approval. 

  • When an employee changes roles but remains employed by the University, supervisors must request removal of access no longer needed. 

References 

  • VolCard Office: 865-974-3430 

  • Monitoring Center (FSC 122): Temporary card pickup and return 

Details

Details

Article ID: 160912
Created
Wed 3/18/26 9:54 AM
Modified
Tue 3/31/26 7:19 AM

Related Services / Offerings

Related Services / Offerings (1)

Building Access Request