Texas State Security Alarm Systems                                UPPS No. 05.04.04

Issue No. 4

Effective Date: 11/09/2015

Review: May 1 E2Y

Sr. Reviewer: Director, University Police Department

 

 

01.       POLICY STATEMENT

 

            01.01  This policy establishes the procedures for the procurement, installation, monitoring, and maintenance of security alarm systems.

 

In addition, it enforces those procedures equitably and provides a centralized point of management.

 

02.       SYSTEM DEFINITIONS

           

            The following definitions apply to security alarm systems approved for installation at Texas State University.    

 

02.01  Security Alarm Systems – systems commonly referred to as "burglar alarms" and generally consist of door contacts, motion sensors, and glass breakage sensors that, when violated in some manner, signal a control panel to activate an on-site audible signal and registers at the University Police Department (UPD) Central Monitoring Station.

 

02.02  Hold-up and Panic Alarms – systems that an individual must intentionally activate that signal UPD or any third-party of an event that jeopardizes a university community member’s personal safety.

 

03.       APPROVAL AUTHORITY

 

03.01  The director of UPD, or designee, the Access Services supervisor, the manager of Operations and Energy, and the appropriate vice president or provost must approve security alarm systems and devices prior to purchase and installation. Purchasers must submit the written approval to the Office of Procurement and Strategic Sourcing with the purchase order request.

 

03.02  The director of UPD, or designee, the Access Services supervisor, and the appropriate vice president or provost must approve applications designed for personal safety purposes prior to purchase and installation. In new structure planning, the director of UPD, or designee, the Access Services supervisor, and the appropriate vice president or provost must approve security alarm systems prior to final construction plan approval. The Office of Procurement and Strategic Sourcing must receive written approval with the purchase order request.

 

04.       PROCEDURE FOR REQUESTING NEW INSTALLATION

 

04.01  Request of System

 

a.    Persons desiring a security alarm system should complete a Request for Security Devices form.

 

b.   The manager of Operations and Energy will identify the proposed hardware and location of all security alarm devices, floor plans identifying the installation site, and the proposed location of each security alarm device.

 

c.   The person submitting the form should obtain approval from the department chair/director and dean/associate or assistant vice president before routing to the provost/vice president for final approval.

 

04.02  The director of UPD, or designee, and the Access Services supervisor will determine the most effective system to accomplish their objectives.

 

04.03  Security Alarm Specifications

 

a.   The Access Services supervisor and the manager of Operations and Energy must approve the hardware’s technical specifications for security alarm systems prior to purchase and installation.

 

b.   The university prohibits stand-alone security alarm systems (those not reporting to UPD or a third-party monitoring company).

 

04.04  Consistent with UPPS No. 05.02.06, Acquisition of Information Technology Products and Services, and UPPS No. 04.01.05, Network Use Policy, the procurement and implementation of alarm systems shall be registered and assessed by IT Security to ensure compliance with state and university standards and best practices. The manager of Operations and Energy will ensure that risk assessment and penetration testing is performed on an annual basis. The manager of Operations and Energy may utilize a third-party independent contractor, at their expense, or allow the risk assessment to be performed by IT Security. Results of any assessment and penetration testing process will be submitted for review and approval by the chief information security officer (CISO).

 

04.05  Upon final approval of the purchase and installation of a system by the department, the director of UPD, or designee, shall give written notification to the director of Procurement and Strategic Sourcing so that processing of purchase orders may proceed.

 

04.06  Appeals:

 

A decision made by the director of UPD, or designee, may be appealed to the Office of the Vice President for Student Affairs. The decision of the vice president shall be considered final. 

 

05.       FEES

 

05.01  Monitoring Fees

                                   

a.   Security alarm systems monitored by UPD require a monthly monitoring fee used to support the personnel costs associated with monitoring the systems.

 

b.   The President’s Cabinet must approve monthly monitoring fees.

 

c.   After installation of a monitored alarm system, the department will provide UPD with account information for the payment of monthly monitoring fees.

 

06.       REVIEW AND VALIDATION PROCEDURES

 

06.01  Periodic Review of Security Alarm Systems

 

a.    End users are required to re-validate the need for their security system within a two-year period. If the continued use of the existing system is approved, it will continue to be monitored, maintained, and tested. Otherwise, the system will be deactivated and removed from the inventory of active systems. End users are responsible for funding the recurring maintenance, repair, testing, and upgrade costs.

 

b.    End users wanting to re-validate their alarm system can submit a new Request for Security Devices form to Access Services explaining the need for and goals of the continued use of the security alarm system.

 

c.    The manager of Operations and Energy will evaluate the security alarm system devices and equipment to determine if the system technology is in good repair and meet current system requirements. For security alarm systems that are not current with campus standards, Operations and Energy will prepare a report outlining the required upgrades or repairs. Operations and Energy will forward its recommendations to UPD.

 

d.    Access Services and UPD will evaluate if the security alarm system is appropriate for the intended security goals at the location. Access Services and UPD will forward a recommendation to the appropriate vice president or provost.

 

e.   Security alarm systems that are not current with campus standards will be required to be updated and repaired before the system can be re-validated and returned to service.

 

            06.02  False Alarms

 

a.   If there are five false alarms within a 60-day period due to user error or equipment failure, the director of UPD, or designee, the Access Services supervisor, and the manager of Operations and Energy will work with the affected department users to improve system use. If design and configuration is the reason for false alarms, the department must redesign and reconfigure the problem areas at the department’s expense.

 

b.   If, after retraining and reconfiguration, there are an additional five false alarms within the next 120 days, Texas State will consider the system counterproductive and deactivate it. Department heads will be promptly notified of any deactivations.

 

c.    A decision made by the director of UPD, or designee, may be appealed to the Office of the Vice President of Student Affairs. The decision of the vice president shall be considered final.

 

            06.03  Alarm System Deactivation

 

a.   If an end user moves out of a space serviced by a security alarm system, the security alarm system must be deactivated from the university system. A new occupant of a space wishing to use a previously deactivated alarm system may request re-activation by using the same approval procedure outlined in Section 04.

 

b.   End users no longer wishing to use a security alarm system may send a written request for deactivation to the director of UPD. The director of UPD, or designee, will review the request and send a recommendation to the appropriate vice president or provost. If the request is approved, the director of UPD, or designee, will send written notice to Operations and Energy to deactivate the system.

 

07.       REVIEWERS OF THIS UPPS

 

07.01  Reviewers of this UPPS include the following:

         

Position                                                         Date

 

Director, University Police Department    May 1 E2Y

 

Manager, Operations and Energy            May 1 E2Y

 

Supervisor, Access Services                     May 1 E2Y

 

Director, Environmental Health,                May 1 E2Y

Safety and Risk Management

 

Associate Vice President for Facilities     May 1 E2Y

 

Director, Procurement and                         May 1 E2Y

Strategic Sourcing

 

08.       CERTIFICATION STATEMENT

 

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

 

Director, University Police Department; senior reviewer of this UPPS

 

Vice President for Student Affairs

 

President