Body
Policy
This divisional policy aims to ensure the safety and security of students, staff, and University property by controlling entry points and maintaining rigorous oversight of access permissions.
Purpose
The purpose of this divisional policy is to establish clear guidelines and procedures for granting, monitoring, and revoking physical access to residence halls at Miami University.
Scope
This divisional policy applies to all individuals seeking access to residence halls, including:
- Enrolled students residing in University housing
- University staff (Residence Life, Housing, Maintenance, and IT)
- External contractors and vendors
- University Police and emergency personnel
Access Principles
- Least Privilege: Access will be granted only to the extent necessary for an individual to perform their university-related duties or to occupy their assigned residence
- Accountability: All access events must be logged, and individuals are responsible for the security of their assigned physical or digital credentials
- Auditability: Access permissions will be subject to regular internal audits to ensure compliance and identify potential security gaps
Access Categories and Procedures
Student Access
- Eligibility: Access is granted only to students currently assigned to live in a specific residence hall and/or to nearby halls as required for programmatic needs in accordance with Residence Life guidelines
- Activation: Access is automatically provisioned via the University ID (including physical ID cards and digital credentials stored in mobile wallets) based upon housing occupancy dates in the housing system
- Guest Policy: Residents are responsible for their guests and must escort them at all times within the residence hall
Staff and Faculty Access
- Standard Access: Residence Life staff (RAs, RDs) and their live-in significant others (as approved by the Office of Residence Life) are granted access to their assigned buildings via their University ID or digital credentials
- Operational Access: Maintenance, custodial, and IT staff are granted access to external doors and public areas. While this access is broad to facilitate campus operations, staff are strictly expected to utilize it only to complete their specific job assignments and professional duties
- Approval: All non-standard staff access must be approved by the Office of Residence Life, Campus Services Center, or Physical Facilities
Contractor and Vendor Access
- Check-in Requirement: All contractors must sign in at a designated central office to receive temporary access credentials
- Escort/Supervision: Depending on the nature of the work and the location, contractors may require a university escort
- Credential Return: Temporary credentials must be returned daily or upon completion of the task
Emergency and Public Safety Access
- Miami University Police Department (MUPD): Officers are granted continuous, unrestricted access to all residence hall exterior doors and common areas to ensure campus safety, facilitate patrols, and provide rapid emergency response
- Emergency Personnel: Local fire and EMS services are provided access via secure key boxes (e.g., Knox Boxes) or MUPD escort in the event of an emergency
Door Security and Audit Requirements
- Propped Door Alarms: Any door found propped open for more than a designated period will trigger a local and/or silent alarm
- Audit Logs: Electronic lock logs will be reviewed periodically to identify unusual patterns or unauthorized entry attempts
- Operational and Non-Standard Access Audits: Operational Access and all other non-standard access permissions will be reviewed and audited on an annual basis by Physical Facilities, the Office of Residence Life, and the Campus Services Center to ensure continued necessity and compliance
- Hardware Maintenance: Any malfunctioning door hardware (closers, latches, readers) must be submitted via a work order to Physical Facilities to be addressed by maintenance staff
- MUPD Oversight: In addition to standard operational audits, the Miami University Police Department maintains the authority to review access logs at any time during the course of an investigation or security assessment
Prohibited Actions
The following actions are strictly prohibited and may result in disciplinary action:
- Loaning or sharing University ID cards, digital credentials, or physical keys
- Propping exterior doors open for any reason
- Allowing "tailgating" (permitting unknown individuals to enter behind a valid user)
- Unauthorized duplication of physical keys or digital access tokens
Compliance and Review
This policy will be reviewed annually by the following departments to adapt to new security technologies and evolving campus needs:
- Office of Residence Life
- Physical Facilities
- Finance and Business Services IT
- Campus Services Center