Handbook of Operating Procedures 8-1080

Building and Facility Access



Effective August 17, 2026
Executive Sponsor: Executive Director of University Safety & Vice President and Chief Information Officer
Policy Owner: Senior Director of The Office of Emergency Management and Executive Director of Enterprise Technology Infrastructure

 

 

  1. Policy Statement

It is the policy of The University of Texas at Austin (“University”) to manage and control access to all University buildings and facilities to enhance safety and security, while maintaining compliance with applicable laws, regulations, and associated policies. With few exceptions such as museums, libraries and during certain events, University owned buildings and facilities are not considered open to the public. Access to University buildings and facilities is therefore generally restricted to employees, students, University affiliates ("affiliates"), and invited guests.
 

  1. Reason for Policy

To define and outline access procedures for University buildings and facilities in order to enhance campus safety and security.
 

  1. Scope & Audience

This Policy applies to all employees, students, invited guests, affiliates, contractors, and any other person present on University property with respect to hours of operation and access control of buildings, facilities, and other University owned or leased property.
 

  1. Definitions (specific to this policy)

Authorized Representative:
Any member of the Board of Regents, executive or administrative officer of the U.T. System Administration or U.T. System institutions, a public safety officer, or secondary delegate as determined under policies adopted by UT System or UT Austin.

Building Access Control System ("BACS"):
A system used by Enterprise Technology (ET), Campus Operations and The University of Texas at Austin Police Department (“UTPD”) to electronically control access to buildings, facilities, and specific areas within those spaces.

Celebrated Entrance:
An entrance used by employees (including faculty), students, invited guests, affiliates, contractors, or any other person authorized to be present during restricted access hours. A celebrated entrance is an obvious and inviting entrance to University buildings and facilities. Each building and facility will have at least one celebrated entrance that is wheelchair accessible. In addition to a UT ID card reader and video camera, a celebrated entrance may also include an oversized entry gate or door, decorative paving, increased lighting, increased landscape, other decorative features or signage uniquely identifying these entrances from other entry points.

General Purpose Classroom ("GPC"):
Spaces on campus which are designated for use as a classroom and designated as such by explicit agreements between academic deans, the executive vice president and provost, and the vice provost and registrar.

Operations Manual:
Electronic Physical Security Systems (EPSS) Operations Manual — The operational governance document established by Enterprise Technology at the University of Texas at Austin that defines the standards, requirements, roles, responsibilities, and procedures governing all university building access control systems, intrusion and alarm systems, and CCTV video surveillance. The manual is maintained by Enterprise Technology and can be found on the EPSS ServiceNow Page.

Restricted Access Hours:
A specified time period during which all exterior doors on a building are locked, with general access authorized only through a BACS-equipped celebrated entrance for persons authorized to enter a building or facility.

 
  1. Website (for policy)

https://secure4.compliancebridge.com/utexas/public/getdoc.php?file=8-1080
 

  1. Contacts

CONTACT

DETAILS

WEB

 

The University of Texas at Austin Police Department

 Phone: 512-471-4441 Answered 24/7

 

Website: http://www.utexas.edu/police/
 

 

Enterprise Technology (ET) Electronic Physical Security Systems (EPSS) (collectively ET – EPSS)

 

Phone: 512-471-6878

 Website: http://tech.utexas.edu

 Email: seccontrol@et.utexas.edu
 

 

Facilities Service Center

Phone: 512-471-2020 Answered 24/7

  Website: http://facilitiesservices.utexas.edu/FSC/

 Email: facilities@austin.utexas.edu
 

 

Security and Emergency Management

 

Phone: 512-471-5767

 

Website: https://emergencymanagement.utexas.edu/

 
  1. Responsibilities & Procedures
Pursuant to Section 51.209, of the Texas Education Code, and Board of Regents’ Rule 80101, all persons present in University-owned buildings, facilities, or property, regardless of University affiliation, should be prepared to show a valid identification card upon request by an Authorized Representative. Upon request by an Authorized Representative, persons affiliated with the University are required to present their valid University-issued identification card and all persons must disclose their University affiliation and their purpose for being present in University-owned buildings, facilities, or property.
 
  1. BACS Installation and Administration

All BACS equipment must be reviewed, approved and installed by the ET – EPSS group and/or its authorized contractors. In addition, all BACS equipment must be tied into the main campus BACS system and administered by the ET – EPSS group.
 
  1. University Buildings and Facilities Access
 
At all times, general access to University buildings and facilities is restricted to employees, students, invited guests, affiliates, and contractors except those buildings where the public is expressly invited, such as museums, libraries and at certain events.

 

  1. General Purpose Classroom ("GPC") Buildings and Facilities
The opening and closing hours of these buildings and facilities are established by the Office of the Executive Vice President and Provost in conjunction with the Office of the Registrar. The purpose for scheduling hours of operation is to provide facilities for classes and examinations along with providing meeting space for employees (including faculty) and students as well as university events. The authorized scheduling authority for GPCs is the registrar. Chapters 10 and 13 of UT Austin’s Institutional Rules on Services and Activities detail who can reserve space inside buildings and what procedures must be followed.
  1. Specific building hours during which GPC buildings and facilities will be unlocked are listed in the Operations Manual. After designated closing times, GPC buildings and facilities will transition to restricted access hours and patrons will be required to enter through the building’s celebrated entrance.
  2. Unless modified by the authorized scheduling authority, restricted access hours will remain in effect on weekends, and University holidays.
  3. During restricted access hours, entrance to buildings will be granted through a BACS which requires an authorized UT ID Card to gain access through a celebrated entrance. The celebrated entrance will have video or other surveillance equipment recording individuals who enter and exit.
  4. If there are special requirements for access, arrangements must be requested through Enterprise Technology (ET) at 512-475-9400.
  5. For GPC buildings and facilities not equipped with BACS, all but one exterior door will be physically locked no later than 7:00 p.m. each day. Only authorized individuals will have access to enter buildings or facilities once locked.

 

  1. Non-General Purpose Classroom ("non-GPC") Buildings and Facilities
 
Non-GPC buildings and facilities have different opening and closing times.
  1. Specific opening and closing hours during which non-GPC academic buildings and facilities will be unlocked are listed in the Operations Manual. After the designated closing time, non-GPC academic buildings and facilities will transition to Restricted Access Hours and patrons will be required to enter through the building's Celebrated Entrance.
  2. Unless modified by the authorized scheduling authority, restricted access hours will remain in effect on weekends and University holidays.
  3. During restricted access hours, entrance to non-GPC buildings and facilities will be granted through BACS, which requires an authorized UT ID Card to gain access through a celebrated entrance. The celebrated entrance will have video or other surveillance equipment recording individuals who enter and exit.
  4. If there are special requirements for access, arrangements must be requested through Enterprise Technology Services (ET) at 512-475-9400.
  5. For non-GPC buildings or facilities not equipped with BACS, all but one exterior door will be physically locked at the designated closing time. Only authorized individuals will have access to enter the buildings or facilities once locked.

 

  1. Non-Academic Support Buildings and Facilities
Non-Academic Support buildings and facilities are not required to have scheduled hours or a Celebrated Entrance.
 
  1. Requests for BACS logs and information
  1. UTPD - Law Enforcement Requests

    UTPD has the ability to access BACS logs without submitting an open records request or obtaining a subpoena. UTPD employees may only access or use logs for law enforcement purposes. To ensure compliance with this limitation, UTPD shall implement an auditable record-keeping process for BACS logs. This process must:
  1. Document who accessed the logs and when it occurred.
  2. Record the purpose behind this access (e.g., listing a case number or providing a descriptive notation).
An employee found to have accessed logs for non-law enforcement purposes will be subject to disciplinary action up to termination.
 
  1. Non - UTPD - Law Enforcement Requests
All BACS logs and all related UT-Video footage requested by any Non - UTPD law enforcement entity will require a lawful request that shall be provided to the Vice President for Legal Affairs. Such lawful requests must be provided via:

(for Mail Delivery, when permissible)
Vice President for Legal Affairs
The University of Texas at Austin P O Box R
Austin, Texas 78713-8918
(512) 471-1241

(for Personal Service)
Vice President for Legal Affairs
Flawn Academic Center, Room 438
Campus mail code G4800

Upon receipt of a lawful request that has been verified by the Office of the Vice President for Legal Affairs ("Legal Affairs"), ET will coordinate with Legal Affairs to produce the requested information. Such responses will be provided in a reasonable and timely manner via UTBox.
 
  1. Building Security or Video Administrator Requests
All requests from university building security or video administrators for BACS logs or UT-Video footage must be related to operational functions of their role. 

All requests for such information must be submitted in writing to the following e-mail address: seccontrol@et.utexas.edu. All requests must specifically articulate the business need for the information. ET may require all such requests be submitted via a standardized web form or in another format deemed appropriate by ET.
  1. Administrators are not authorized to submit requests for information intended to be used for internal investigations. Such requests must be submitted to the Information Security Office (security@utexas.edu).
  2. Administrators are not authorized to submit requests for information to be used in relation to law enforcement investigations. Such requests must be submitted via a subpoena to the Office of the Vice President for Legal Affairs as referenced above.
  3. Administrators are not authorized to submit requests for information intended to be used for attendance or time-keeping records. Such requests must adhere to the following procedure: Conducting Administrative Investigations Involving University Employees and Information Resources
  4. Administrators are not authorized to share any information collected from the BACS or UT-Video systems without previous permission from Legal Affairs.
ET will provide its response to Administrators via approved electronic file share
 
  1. Exceptions
  1. Real-time monitoring as part of routine law enforcement activities
    UTPD is exempted from this operating procedure when they are working from a system they maintain (e.g., viewing near-time building alarms) or are viewing data or footage via an ET - managed source in real-time as part of an active law enforcement engagement (e.g., viewing surveillance video footage in real-time during sporting events, or call ups from an alarm system).
  2. Official information requests made by the Information Security Office
    The Information Security Office (ISO) may be required to request BACS and/or UT-Video information as part of an on-going internal investigation. The ISO will serve Legal Affairs as the incident coordinating unit. In this role, the ISO will be responsible for collecting information requested via an authorized lawful request. All such ISO requests will come from the Chief Information Security Officer or their designee.
  3. Exigent Circumstances
    In situations where law enforcement believes that an individual's life is in imminent danger (e.g., death or bodily injury), ET will disclose BACS logs or UT-Video footage related to such particular inquiry without delay. As soon as is possible, ET will contact Legal Affairs by e-mail and phone to indicate what information was disclosed and under what circumstances.
  4. Exception Requests
    Any requests for exception to this Policy must be approved by the EPSS Executive Operations Committee. Requests can be made via the EPSS Service Catalog at https://ut.service-now.com/sp?id=ut_bs_service_detail&sys_id=46d65c7c4ff9d200f6897bcd0210c782.

    The Executive Security Council and VP for Legal Affairs must approve any exception requests.
     
  1. Logging and Retention of Requests for Information
In accordance with the University’s record retention schedule (record code: IT046), all requests for BACS or UT-Video information will be logged and preserved for a period of 3 years. At a minimum, logs should capture the identity of the requestor, the date of the request, the reason for the request, and when any response was provided. ET may require all such requests be submitted via a standardized web form or in another format deemed appropriate by ET. After the required retention period has passed all such records should be destroyed.
 
  1. Prohibitions regarding Unauthorized Individuals
It is a violation of University policy to permit unauthorized individuals to install or administer any portion of the BACS system. It is also a violation to permit unauthorized individuals to enter into buildings and facilities restricted from general public access by deliberately disengaging, deactivating, or otherwise circumventing locking devices or other security measures intended to control building and facility access.
 
  1. Penalties for Violation of this Policy
Persons who violate this policy are subject to disciplinary action in accordance with relevant University discipline policy.
 
  1. Forms & Tools

HOP 4-1020 Key Control and Accountability
 

  1. Frequently Asked Questions

FAQs: Building Access and Security
 

  1. Related Information

Texas Education Code Section 51.209
Board of Regents', Rule 80101
ut.service-now.com/utss
it.utexas.edu/new-building-access-control-bacs-system-operations-manual
facilitiesservices.utexas.edu/divisions/support/lock-key-services.php
facilitiesservices.utexas.edu/FSC
HOP 4-1020 Key Control and Accountability
More information about building access and security, in addition to the “Your ID is Your Key” campaign, may be found here.
 

  1. History

Origination Date: March 27, 2017
    
Modified: August 17, 2026
    
Next scheduled review date: August, 2029