UHAT will apply high-profile measures such as CCTV, lighting, door access, and barrier systems. These will be supported by effective organizational and procedural systems and controls.
To protect the property and privacy of UHAT premises, tenants, staff, affiliates, and the general public, by limiting access to such owned or leased facilities to assigned individuals and to their supervisors.
Authorized keyholders shall be issued one key at the lowest level in the locking system hierarchy that is necessary to provide the required access. Individual keyholders are not issued duplicates of the same key. Keys are issued to individuals within a department, not to the department itself.
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KEY FAQs¶ WHO CAN REQUEST A KEY?
Only department authorized requestors can request a key on 1CALL Cloud, https://1call.cloud. Unauthorized requests will be denied upon receipt.
¶ WHAT SHOULD I DO IF MY KEY IS LOST OR STOLEN?
In the event of a lost or stolen key, contact the 1CALL Facility Services office at (405)271-2255 immediately.
¶ IS THERE A FEE ASSOCIATED WITH A LOST OR STOLEN KEY?
Yes. The fee amount is dependent on the type of key lost or stolen. Additional fees may be involved if there is a need to re-core the space or building. Below are the standard fees associated with the type of key that is lost or stolen.
TYPE OF KEY REPLACEMENT COST MASTER KEY $1,000 SUB-MASTER KEY $500 OPERATOR KEY $10 CABINET KEY $10 ¶ WHERE DO I PICK UP MY KEYS WHEN THEY ARE READY?
After you have been notified that it is ready, you can pick up the key at the below location. Please bring a valid photo id.
1CALL Facility Services
Garrison Tower, 940 NE 13th Street, Suite B100 (Basement)
(405) 271-CALL (2255)
All keys are the property of UHAT and must be returned upon termination of employment or work performed unless given special permission by UHAT. Obsolete or unnecessary keys must be returned to the 1CALL Facility Services office. 1CALL provides one key per authorized possessor free of charge.
All costs associated with re-keying a department’s space will be the department’s responsibility when the reason for re-keying is due to negligence or misuse on behalf of the department or key holder. Re-keying charges shall be determined by the number of locks operated by the lost or stolen key(s) and/or level of access provided.
If a key is to be replaced due to it being lost, stolen, or misused by the keyholder, a fee will be charged to replace the key. Below are the costs associated with replacing a key.
| TYPE OF KEY | REPLACEMENT COST |
|---|---|
| MASTER KEY | $1,000 |
| SUB-MASTER KEY | $500 |
| OPERATOR KEY | $10 |
| CABINET KEY | $10 |
It is the responsibility of each department, company, or organization manager to maintain systematic and effective accountability of all keys assigned to their employees/persons. Keys are issued in the strict trust that proper measures will be taken to ensure their safekeeping.
In the first week of each month, incurred fees related to the replacement of a lost, stolen, misused, or damaged key, will be billed to each department, company, or organization of whom the key holder is employed or sponsored.
Upon leave of the department, company, or organization, the keyholder is to return all keys to the 1CALL Facility Services office in the basement of Garrison Tower, Suite B100. At the 1CALL office, a key return form is to be filled out stating the employee’s name, department, stamped key numbers, and the signature of the key holder delivering the keys.
In the event of immediate termination, it is the responsibility of the department, company, or organization manager to return the key to the 1CALL office. At the 1CALL office, a key return form will be filled out stating the key holder’s name, stamped key number, and the signature of the Clinic or Department Manager returning the key.
To protect the property and privacy of UHAT premises, tenants, staff, affiliates, and the general public, by limiting access to such owned or leased facilities to assigned individuals and to their supervisors.
Cardholders shall be issued one access card at the lowest level in the access control system hierarchy that is necessary to provide the required access. Individual cardholders are not issued more than one access card. Access cards are issued to individuals within a department, not to the department itself. Access cards are not issued to anyone seeking to solely use a pathway through UHAT facilities.
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ACCESS CARD FAQs¶ WHO CAN REQUEST AN ACCESS CARD OR ADD ACCESS TO AN EXISTING ACCESS CARD?
Only department authorized requestors can request an access card using 1CALL Cloud, https://1call.cloud. Unauthorized requests will be denied upon receipt.
¶ IS THERE A FEE ASSOCIATED WITH A LOST OR STOLEN ACCESS CARD?
Yes. There is a $10 fee to replace a lost or stolen access card.
¶ WHERE DO I PICK UP MY ACCESS CARD WHEN THEY ARE READY?
After you have been notified that it is ready, you can pick up the access card at the below location. Please bring a valid photo ID.
1CALL Facility Services
Garrison Tower, 940 NE 13th Street, Suite B100 (Basement)
(405) 271-CALL (2255)¶ CAN SOMEONE ELSE PICKUP MY ACCESS CARD?
Access cards will only be distributed to the cardholder. The cardholder will have to sign the “Security Hardware Pick Up Form” before the access card is issued to the cardholder. This form ensures the cardholder is aware of the responsibility and liability incurred by possessing the access card. 1CALL will not issue an access card to anyone else besides the cardholder.
All UHAT-issued access cards are the property of UHAT and must be returned upon termination of employment or work performed unless given special permission by UHAT. Obsolete or unnecessary access cards must be returned to the 1CALL Facility Services office. 1CALL provides one access card per authorized possessor free of charge.
It is the responsibility of each department, company, or organization manager to maintain systematic and effective accountability of all access cards assigned to their employees/persons. Access cards are issued in the strict trust that proper measures will be taken to ensure their safekeeping.
In the first week of each month, incurred fees related to the replacement of a lost, stolen, misused, or damaged access card, will be billed to each department, company, or organization of whom the cardholder is employed or sponsored.
Upon leave of the company, the clinic or department manager is to obtain the access card from the employee. The clinic or department manager is to fill out an Access Card Deactivation Form on 1CALL Cloud, https://1call.cloud.com, notifying the Access Control Coordinator of the deactivation. If the clinic or department manager is not authorized to make the request, they will need to notify the authorized requestor for the department. Once the request is placed, the access card is to be delivered to the 1CALL Facilities Service office. An access card return form will need to be filled out and signed by the clinic manager or department manager which includes the access card number, the date of return, and the signature of the clinic or department manager.
Security hardware is defined as hardware used to provide and maintain a flexible and secure environment. Types of security hardware include access card readers, cameras, magnetic door hold-open, alarms, etc.
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SECURITY HARDWARE FAQs¶ WHO CAN REQUEST NEW SECURITY HARDWARE?
Only department authorized requestors can request a key on 1CALL Cloud, https://1call.cloud. Unauthorized requests will be denied upon receipt.
¶ IS THERE A COST ASSOCIATED TO INSTALL NEW SECURITY HARDWARE?
Once the new security hardware work order request has been received, our security team will review the request and make a determination regarding costs associated with the type of request.
¶ CAN I INSTALL MY OWN SECURITY HARDWARE?
If there is a need to install a type of security hardware including, door lock, access card reader, cameras, etc., please have your Authorized Requestor submit a request using 1CALL Cloud, https://1call.cloud. The request will be evaluated by our security team and we will work with you on the process. Security Hardware can only be installed by our security team. We work closely with OUPD as they assist us with incidents related to incidents requiring an access door report or camera footage request.
Door schedules are dates and times programmed on a schedule that allows the door to automatically lock or unlock according to those programmed dates and times. Door Exception Schedules are schedules set to counter the normal door schedule. A common type of door exception schedule is a Holiday Schedule.
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DOOR SCHEDULE FAQs¶ WHO CAN REQUEST A NEW DOOR SCHEDULE OR DOOR SCHEDULE EXCEPTION?
Only department authorized requestors can request a key on 1CALL Cloud, https://1call.cloud. Unauthorized requests will be denied upon receipt.
All access-controlled doors have Door Held Open and Door Forced Open alarms associated with them.
Security cameras are installed throughout our facilities and are used as a deterrent for potential security incidents and also to capture information if an incident were to occur.
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CAMERA FAQs¶ CAN I INSTALL MY OWN CAMERA(S)?
If there is a need to install a camera, please have your Authorized Requestor submit a request on 1CALL Cloud, https://1call.cloud. The request will be evaluated by our security team and we will work with you on the process. Cameras can only be installed by our security team. The cameras in our facilities are co-managed by OUPD and the UHAT and 1CALL security team. All requests for camera footage are handled through OUPD.
¶ CAN I PUT IN A REQUEST TO REVIEW THE CAMERA VIDEO FOOTAGE FOR AN INCIDENT?
If the need arises for video footage to be reviewed, a police report will need to be filed with the OUHSC Police Department. Camera footage or information contained within, will not be provided to a tenant.
A door access report is a report that can be run to provide a list of who has access to a particular door or doors within your leased space.
The only type of door report that may be issued by the 1CALL team is a Door Access Report for departmental auditing purposes. These reports may be requested to support activities such as HIPAA compliance reviews, departmental access audits, onboarding or offboarding verification, or other internal compliance needs.
Door Access Reports will include only individuals who are employees or authorized personnel of the requesting department or tenant organization who have been granted badge access to the requested space.
We does not issue Door Activity Reports, including reports that identify badge usage, entry events, or access attempts associated with specific dates, times, or individuals.
Because UHAT maintains ownership and operational responsibility for the facility, including the access control system, certain UHAT/1CALL personnel and vendors may have authorized access to building spaces in order to perform operational duties related to building maintenance, life safety, security, and contracted services. Access credentials assigned to UHAT and 1CALL operational staff, security personnel, and contracted vendors are managed internally and are not included in tenant access reports.
Requests related to suspected criminal activity or security incidents should be directed to the OUHSC Police Department. UHAT will cooperate fully with OUHSC Police in support of any authorized investigation.
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DOOR ACCESS REPORT FAQs¶ WHO CAN PUT IN A REQUEST FOR A DOOR REPORT?
Only department authorized requestors can request a door report using 1CALL Cloud, https://1call.cloud. Unauthorized requests will be denied upon receipt.
¶ AS AN AUTHORIZED REQUESTOR, CAN I PUT IN A REQUEST FOR SPECIFIC DATES AND TIMES TO TRACK A SPECIFIC PERSON’S ACCESS OR SEE WHO ACCESSED MY DEPARTMENT?
While we want to be supportive and responsive of any security requests that come to us, any specific door reports such as running a report to see who accessed a door, on a specific date, or specific timeframe, these requests will need to be filed with the OUHSC Police Department. We will cooperate with OUHSC Police department if the need arises for our support. Please refer back to our Door Access Report Policy above.