CWUR 7-30

Facilities Management


CWUR 7-30-040 Consultant Selection

The consultant selection procedure provides a qualification-based process for the selection of consultants. 

(1) Process

The FMD Planning and Project Management office manages and utilizes the following guidelines in procuring the services of) consultants pursuant to CWU Policy CWUP 2-10-040 and CWUP 2-10-170 and in accordance with Revised Code of Washington (RCW) chapter 39.80.

(A) Uniform criteria  is considered as a basis in the evaluation of prospective consultants that relates to the demonstrated competence and qualifications for the type of consulting services required of the individuals or firms in order to establish a ranked order.

(B) All consulting services will be publicly advertised per RCW 39.80.  Advertisements may solicit for a general category of services or for a specific type of service required for an individual project or a defined collective group of projects.

(C) The FMD Planning and Project Management office maintains a roster of architectural and engineering consultants for use in selecting consultants for projects having an estimated fee for total services under $150,000.  The advertisement for this roster will occur on an annual basis.  Statements of qualifications for inclusion on the roster  are accepted year round.

CWU requires all consultants, with whom it enters into a contractual relationship, to comply with all policies, statutes and regulations.

(D) CWU does not discriminate on the basis of race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or status as a disabled veteran or Vietnam era veteran pursuant to CWU Policy CWUP 2-35-010 through 070 and federal and state statutes and regulations.

(E) In accordance with RCW 39.19, Central Washington University is committed to providing the maximum practicable opportunity for increased participation by minority (MBE) and women-owned (WBE) and controlled business enterprises in participating in public works. To that end, a Business Diversity Plan will be required in the list of submittal documents.

(F) CWU will negotiate contract fees that are fair and reasonable.  In the event a fee cannot be successfully negotiated with the selected consultant, CWU reserves the right to terminate negotiations and initiate negotiations with the second ranked firm.

(2) Selection Procedures

The FMD Planning and Project Management office utilizes the following criteria  to select consultant firms.

(A) Anticipated Accumulative Basic Services Fees of $150,000 or more:  A general request for qualifications announcement will be published.

1. Announcement:  The announcement will invite all interested consultants and shall include, but not be 
limited to, the following;
a. General description and scope of the project
b. Evaluation selection criteria
c. A list of required submittal documents
d. Submittal due date, time, and location
e. Contact information for university representatives
2. Evaluation Committee:  An evaluation committee will be established, consisting of a minimum of four members including a committee chair, elected by the committee, and university representatives either directly involved with the
project, or whose positions deal with the expertise being sought and a project manager.  The evaluation committee
will develop evaluation criteria and conduct all deliberations in accordance with procedures contained herein.
3. Evaluations:  Initially, submittals will be screened by the project manager to ascertain all required documents as stipulated in the announcement are included.  Incomplete submittals automatically disqualify prospective consultants for consideration.  The evaluation committee will subsequently review all qualified submittals and conduct two evaluations as a means of determining the relative qualification of each firm being considered for selection and establishing a rank order based on totals of weighted scaled raw scores of the criteria, which will include the following:
a. Qualifications of key project personnel;
b. Relevant recent experience;
c. Performance on previous projects;
d. Ability to perform requested services; and
e. Diverse business inclusion plan.
4. Interviews:  Three or more of the top ranked firms will be invited to participate in interviews. In the event three or less firms respond to the announcement, only interviews will be conducted to determine the most qualified firm.  During the interviews, each firm will be rated on the same criteria as the initial evaluation or modified criteria as determined by the evaluation committee.
5. Selection and Award: The rank order of proposals will be established by the total evaluation committee members’ scores.  In the case of a tie, the committee will deliberate to determine distinguishing factors that would make the difference in the order.  Based upon the final ranking, a recommendation shall be made to university administration for approval and award.

(B) Anticipated Total Services Fees Less Than $150,000:  The FMD Planning and Project Management office maintains a  roster for use in selecting consultants for projects having an estimated total fee for services under $150,000. There are two ranges in this category, as described in paragraphs (C) or (D) below.
1. Announcement:  An annual advertisement will be published for consultants to submit statements of qualifications for inclusion in the consultant roster. This roster may be used in lieu of advertising on projects having an estimated consultant fee for total services under $150,000.00. Submittals of qualification information for the roster will be accepted year round.  The announcement will include:
a. Evaluation selection criteria
b. A list of required submittal documents
c. Consultant Roster Application Form
d. Name and contact information of university representative
2. Evaluation and Selection:  The standard submittal and selection process will be utilized in order to determine a ranked order based on the totals of scored uniform criteria with numerical weights, which will include, but not limited to, the following:
a. Qualifications of key project personnel
b. Relevant recent experience
c. Performance on previous projects
d. Ability to perform requested services
e. Diverse business inclusion plan
3. Based on the amount of the anticipated fee – the CPP project manager will use either (C) or (D) below:

(C) Anticipated Total Services Fees of $50,000 or more up to $150,000.00
1. Evaluation
a. Consultant Roster:  The project manager will obtain a list of qualified consultants from the Consultant Roster.
b. The project manager and a designated representative directly involved with the project will review the list of consultants and their respective qualification documentation on-file and rank consultants according to weighted uniform criteria.
c. Based on evaluation of qualifications and discussions, the project manager and the designated representative will determine a final Evaluation rank order which will determine a short list of a minimum of two consultants to interview.
2. Interview
a. The project manager will then schedule interviews with each consultant on the short list. Interviews can be in person or over the telephone.  During these interviews each firm will be rated on the same criteria as the evaluation process.
3. Selection and Award
a. After the interviews the project manager and the designated representative will determine a final rank order.
b. The project manager will notify the top ranked firm and will transmit information regarding project scope, schedule, and budget as the basis of fee negotiation.

(D) Anticipated Total Services Fees of less than $50,000 (Quick Select Option)
1. Evaluation
a. Consultant Roster:  The project manager will obtain a list of qualified consultants from the Consultant Roster.
2. Selection and Award
a. The project manager will review the list of consultants and their respective qualification documentation on-file and ranks them using weighted uniform criteria.
b. The project manager will notify the first-ranked firm and will transmit information regarding the project’s scope, schedule, and budget as the basis of the fee negotiation.
(3) Emergency Conditions 
When an emergency occurs that requires professional consulting services, the University’s contracting office may waive any or all of the above procedures and directly select consultants as deemed necessary.

[Responsibility: Facilities Management Department; Authority: VP of Operations; Reviewed/Endorsed by: Cabinet/UPAC; Last review: 6/4/2014: Review/Effective Date: 02/01/2017; Approved by: James L. Gaudino, President]

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CWUR 7-30-080 Facilities Use Procedures

This procedure is provided pursuant to CWUP 2-50-040 and supports CWUP 2-40-100 and CWUP 1-30-020 through 060.

To ensure that rights of citizens at campus events are duly protected and that the university discharges its right and responsibility to set standards of conduct, procedures described below are established for events.  The university reserves the right to halt an event when behavior violates the terms and conditions of the event agreement or any applicable university policy or procedure.

(1) Definitions

(A) Academic classes are individual sessions offered by a course for credit and non-credit earning activities.

(B) Academic courses are courses offered officially by Central Washington University and approved by the Curriculum Committee.   They shall include, but are not limited to:

Cooperative Education, traditional seat based courses, hybrid or online courses, alternative outcome based courses, graduate courses, individual study, master’s thesis, project study, examination, Office of Continuing Education credit and non-credit offered courses, professional development, workshops, special topics or seminars.   

(C) Academic events are non-credit bearing events associated with a corresponding credit bearing class.  They shall include, but are not limited to: study sessions, practices, laboratory work, and events not requiring the use of additional facilities support.

(D) Academic facilities are those spaces used for academic courses.

(E) Ancillary associations are the incorporated body of the Central Washington University Foundation, Research Foundation and the Alumni Association.

(F) Associated Students of Central Washington University is defined as the Student Government and its official committee’s agencies and councils.

 (G) The Conference Program is the unit responsible to provide one stop shop service to external entities and university organizations/units requiring lodging, meals, meeting space, equipment, registration services and other amenities customized for the group on and off campus.

(H) External entities/non-university organizations include organizations which were not created for the explicit purpose of carrying out the official business of the university. These include those clubs and groups not recognized by the Associated Students of Central Washington University, all private entities external to the university, faculty, staff or students acting in a private capacity, and other individuals, associations and corporations not directly associated with Central Washington University.

(I) Facilities shall mean all facilities owned or operated and space located within the main campus areas in Ellensburg to include areas used for class work and classroom instruction, athletic facilities, auditoriums, theaters and the SURC.

(J) Laboratories are rooms with special purpose equipment or a specific room configuration for student participation, experimentation, observation, or practice in an academic discipline.  Such rooms include class laboratories, open laboratories, computer labs for informal or irregularly scheduled group or individual instruction, and research laboratories, as defined in the higher education facilities inventory and classification manual located in the university facilities planning office.

(K) Sponsor or "sponsoring organization" shall mean an academic department or other unit of the university, one of the approved categories of associations or organizations, or any individual or group external to the university, which is responsible for the care of, liability of, and payment of any charges related to the use of any university facilities, equipment, or services provided through arrangements made by Scheduling Services

(L) Student clubs and organizations are defined as clubs and organizations which are recognized under the policies and procedures of the Associated Students of Central Washington University. Student clubs or groups which have no such recognition will be considered external entities for the purpose of this procedure.

(M) SURC facilities shall mean the Student Union & Recreation Center rooms and patios immediately adjacent thereto, excluding the Wildcat Shop and Dining Services.

(N) Units and associations of the university include those groups which are comprised of university personnel and operate for the sole purpose of conducting official university business, i.e., departments, schools, college, programs and committees, including the employee council, faculty senate, and exempt employees’ association. Included in this category are inter-institutional committees, and their sub-committees, of university officials from the six public, four-year institutions. Any fiscal responsibility lies with the host department at Central Washington University.

(O) University Committees, Councils and Task Forces directly further the purpose and objectives of the university and are created and sponsored by a university unit. The hosting department or unit of the university will be responsible for any charges incurred.

(P)  Scheduling Services is the unit responsible for coordinating arrangements relative to certain meetings, conferences, workshops, social functions and other events not requiring lodging but involving the use of university facilities at the main campus in Ellensburg. Scheduling Services is located within the Student Union Operations office.

(2) CWU Ellensburg Facilities

(A) Available space and assignment.   

1. Central Washington University academic facilities and properties are utilized primarily to fulfil the educational mission of the university. Academic courses are scheduled by the registrar and shall have precedence over all other scheduling of academic facilities. .

Academic facilities shall be scheduled in one of the following two ways:

a. The Registrar’s office (Academic Scheduling) is responsible for coordinating the scheduling for courses and other related academic events;

b. The Student Union Operations office (Scheduling Services).  All non-academic events shall be scheduled through the Scheduling Services.  A chair or head who arranges a speaker or special event that is open to the general public is required to schedule space through Scheduling Services.

2. Upon receiving academic scheduling approval and required information Scheduling Services will assign non-academic events, an appropriate room or space for the meeting and shall assist the department, division, or organization in arranging for the special equipment or services that may be required. In assigning the space, Scheduling Services shall consider the size of the facility required, other events scheduled by prior request, and the preferences of the requesting entity.  Scheduling Services shall consider all available facilities, and after receiving departmental space approval, if necessary, will assign appropriate university facilities for events and programs.

3. Assignment of space, equipment, labor, or services shall be at the sole discretion of Scheduling Services after any necessary departmental space approval is received.

4. Assignment of Conference Program buildings, summer conference residence halls, summer dining halls, and certain Auxiliary Service space shall be at the sole discretion of the Conference Program after consultation with the Custodial Service, Housing Office, Dining and Catering.

(B) Availability for use.  The university property available for scheduling and use in accordance with the provisions of this procedure shall be limited to:

1. Classrooms (lecture, laboratory, and seminar), theaters and auditoriums, athletic facilities, and certain specified conference rooms within academic facilities. Classrooms and laboratories may be made available for scheduling and use when not in use by academic courses.  Laboratories may be rented only with approval of the supervising department and provided that any necessary supervisors are available. Supervising departmental space approval/denial must be received in writing to Scheduling Services within five business days of receiving the request.  If no response is given, Scheduling Services will proceed with the requested event. Schedules for classrooms and laboratories that are designated “department controlled space” must still be entered into the university’s scheduling system.

2. Student union & recreation facilities.

3. Limited housing, dining hall and Conference Program facilities. 

4. Equipment items and labor required for meetings or other events scheduled through Scheduling Services.

5. Refreshment food and banquet services required for meetings or other events scheduled through Scheduling Services.

(C) Priority for use.  Scheduling of academic facilities space shall be on a first-in-time-of-application basis; provided, however, that where a lease has not been executed, university organizations shall have priority over non-university organizations; and provided further, that the academic needs of the institution shall have first priority over all other use where a lease has not been executed.  Courses offered as non-credit courses shall have a lower priority for scheduling than any course bearing academic degree credit and shall be assessed applicable direct costs related to usage of space, equipment, or services.

(D) Requests.  To ensure that all needs have been identified by the user, assistance in planning can be obtained from Scheduling Services. Scheduling requests shall be completed using the 25Live website. .

(E) Timing of requests.  Any department, division or university organization may request use of university facilities by requesting space on the 25Live website before the event.  Requests should be made at least two weeks in advance of the date requested to allow for scheduling arrangements and a facilities use agreement to be executed.  External entities other than governmental agencies seeking an exception to the facilities use policy should allow extra days for the review and approval.   

(F) Deadlines.  A facilities use agreement shall be executed, including an estimate of all event expenses not covered in the room rental fee, not less than five working days in advance of the date requested.

(G) Fiscal Responsibility.  Any organization, club or individual with an outstanding balance in Scheduling Services will be responsible for bringing the account current prior to scheduling another event. 

(H) Rental agreement requirement.  All non-university persons and organizations desiring to use space in accordance with this facilities use procedure shall execute a rental agreement with Scheduling Services for temporary or short-term use of university space.  The rental agreement may include a description of the premises or space rented; the rental rate; the names of the individuals responsible for the debts of the renter; the nature and purpose of the intended use; time of use; number of persons expected; amount of deposit; food service charges; special use or set-up charges; statement of responsibility for damages; verification of insurance coverage and other pertinent information including, but not limited to, a statement that the renter agrees to adhere to and abide by all rules and regulations of Central Washington University.

(I) Selling, serving or consuming alcohol at events.

The President’s Office is responsible for approving all events sponsored by internal and external groups, on the campus which involve selling, serving or consuming alcohol containing beverages.  Written approval will be given by the chief of staff or designee, which must then be presented to the Washington State Liquor Store when applying for a special occasion license or banquet permit, as defined in the WSLCB.  The event sponsor is responsible for meeting the requirements of the special occasion license or banquet permit.  Additional information is available at the President’s Office. 

Alcohol is not allowed in University Housing facilities per the CWU Residence Halls Handbook, ie. Wellington Event Center.

(J) Private gain by employees or others.  Individual employees of the university utilizing university space, equipment, or services for personal reasons will complete a rental agreement and will be responsible for the payment of rental rates the same as other external entities.

(L) Listings and rental rates.  All university space, premises, equipment, or services available for renting under the authority of the facilities use policy shall be listed in Scheduling Services together with the corresponding rental rate as outlined in section 3.

The university reserves the right to change the rate schedule without notice; provided that such changes shall also be posted for viewing in Scheduling Services; and provided further that no individual exception to an already established rental rate shall be made except by permission of the president or his/her designee.

(3) Rental Categories – The rental categories designate the nature of the charges that shall be assessed in a given rental situation.

Rate Category A: Charge for incremental direct costs.

Rate Category B:  Charge for incremental direct costs plus rental rate.

The following is the schedule of rental rate categories by program origin: 

PROGRAM ORIGIN

 

ASSIGNED RATE CATEGORY

 

Academic

Student

Recreation

Auxiliary

 

Facility

Union

Center1

Services

ACADEMIC CLASSES

No Charge  

 B         

B

 A     

UNIVERSITY IDENTIFIED UNITS, ASSOCIATIONS, GROUPS, CLUBS, ASCWU, ETC.

A

A

B

A

CONFERENCE PROGRAMS

A

B

B

A

EXTERNAL ENTITIES

B

B

B

B

           

The recreation center is a membership facility available for member use.  Any reserved space in the recreation center is subject to rental B.

(3) Rental Rates - Generally there are two types of charges that may be imposed for usage of university facilities.  These are (1) a rental fee, and (2) associated direct costs.  The rental agreement and needs of the user will determine which of these charges applies.

Rental fees are fixed fees for usage and cover the basic set up, use and cleaning of the room.  Direct costs vary depending on the nature and extent of the use to include such things as additional cleaning costs, food costs, equipment rental costs, labor charges for special personnel that may be required by the university (life guards, stage crews, technical or faculty oversight, security personnel, and supervisors) and other direct costs related to the particular event or space.

The rental rates below will be apportioned as follows:

50% to VP BFA

40% to the respective area - dean (D), athletic director (A), or the VP for BFA (V) as indicated below

100% to the Student Union (S) & Recreation Center (R) as indicated below

100% to University Housing (H) as indicated below

10% to Scheduling Services

Following are the rental rates for the most common types of spaces available for rent under this policy: (rates below are based on a daily usage unless otherwise specified)

FACILITY

RENTAL RATE

Fee Apportionment

ACADEMIC CLASSROOM(S)

SMALL (0 TO 500 SQFT)

MEDIUM TO LARGE (501-1500)

LARGE MEETING ROOMS (1501 TO 5000 SQFT)

DISTANCE EDUCATION ROOMS

 

60.00

120.00

240.00

70.00/PER HOUR

 

D OR V

 

BARGE

120.00

V

DINING ROOMS

HOLMES DINING ROOM

SUE DINING ROOM

LOMBARD ROOM

TUNSTALL COMMONS

 

450.00

400.00

275.00

300.00

V

 

WELLINGTON EVENT CENTER

SOUTH ROOM

EAST ROOM

NORTH ROOM

 

100.00

50.00

50.00

 

H

HEBELER AUDITORIUM

120.00

D

HERTZ RECITAL HALL

300.00

D

LOUNGES & LOBBYS

60.00

D OR V

McCONNELL BUILDING

AUDITORIUM

TOWER THEATER

 

770.00

440.00

 

D

MUSIC BUILDING

CONCERT HALL

RECITAL HALL

GREEN ROOMS

 

770.00

440.00

60.00

 

D

NICHOLSON BUILDING

NICHOLSON VARSITY GYM

UPPER GYM

FIELDHOUSE

POOL

BASEBALL/SOFTBALL/SOCCER FIELDS

 

500.00

100.00

200.00

100.00

100.00

A

MULTI-PURPOSE FIELD

TOMLINSON STADIUM

60.00

500.00

A

LAWNS

100.00

V

TENNIS COURTS

100.00/per 2 courts/day

R

STUDENT UNION

SMALL MEETING ROOMS  - #271, 273

MEDIUM MEETING ROOMS - # 135, 140, 201, 202, 301, 137A, & 137B

BALLROOM #215 A, B, C, D

THEATRE

EAST & WEST PATIOS

SURC Pit (100C) and Mezzanine

 

60.00

120.00

 

240.00/per section

300.00

120.00

60.00

S

 

 

 

 

 

 

 

 

RECREATION CENTER

GYM COURT A, B, C, D

JOGGING TRACK

 

FITNESS ROOMS

CLIMBING WALL

STRENGTH TRAINING AREA

CARDIO & CIRCUIT TRAINING ROOMS

CHALLENGE COURSE

 

35.00/hr., Max  210.00/day per section

50.00/hr., Max300.00/day

30.00/hr., Max 180/day

Click here for pricing

40.00/hr., Max 240/day

40.00/hr., Max 240

Click here for pricing

R

 

(4) Actual Costs

(A) The following are the most common types of charges that are ordinarily assessed against users of university facilities in addition to the room rental charge.

Catering Fees-

Computer Lab, Technology Classrooms and Video Conferencing Fees Maintenance Custodian/Custodian Hourly Fee for additional cleaning or set up beyond the normal and customary cleaning - $21.00/hour/per person

Insurance (on a need basis, rate determined by individual’s policy)

Maintenance Mechanic II/Electrician - $32.00 per hour/per person

Department of Music Fees

Music Technician Fees

Hertz Auditorium Fees

Theatre Arts Fees

University Police - $50.00 per hour/per person

Events Support Services Fees

SURC Technical Support - $20.00 per hour beyond standard set up of equipment

Building Manager - $20.00 per hour when outside of standard operational hours

Recreation Fees

Pool Usage Fee – $250/day

Lifeguard fee - $20.00/hr

SURC 301 Kitchen Use Fee - $10

(5) Exceptions to the Procedure - The facilities, equipment, and services of the university are designed to serve the business needs of the university.

Any exception to this procedure related to usage shall require special permission of the vice president for operations or the student union and recreation advisory boards when the exception is for the SURC. 

The waiving of all or part of the normal rental fee for use of a particular facility for persons or groups not a part of the business of the university, including university sponsored groups, may be considered under the following circumstances (a) members of the university community will receive a benefit from the intended use of the facility; (b) the group requesting the use of the university’s facility is an agency of the state of Washington; or (c) the group is a charity licensed in the state and the charitable activity or use will serve an educational or public service purpose related to the university mission.

(6) Classroom Access and Security – Generally, most academic buildings will be unlocked during regular business and academic hours of 7:30 am to 5:00 pm, Monday through Friday. Access to, and occupancy of, University buildings will be limited to times when it is reasonable to expect that they are staffed during regular building hours.  

Access to and occupancy of University buildings, outside regular business hours, by faculty and staff may be permitted by their supervisor for the sole purpose of conducting work activities within the scope of their employment. Supervisors may only grant building/room/lab access to areas under their control.

If a University department or recognized student group has a need to have a building or area(s) within a building open to students or the general public outside of the normal business hours (nights, weekends, holidays, or academic breaks) a request for access will be submitted to Scheduling Services and staff from facilities will be notified to lock and unlock the building and/or space. A member of the group will be designated as the point of contact and is responsible for the supervision of the building or space and activities occurring.

Non-University groups renting or contracting spaces after regular business hours, will do so through Scheduling Services. A point of contact will be identified and staff from facilities will be notified to lock and unlock the building and/or space. Unless otherwise identified, one exterior building door and one access door will be unlocked. The other doors will remain locked for security and safety purposes. 

The library building will be unlocked, locked and supervised by library staff following the library’s operational schedule. 

University employees, faculty and staff who have been issued building keys and have authorization to utilize campus facilities during times when buildings are scheduled to be closed are strongly encouraged to contact the University Police through Kittcom by calling (509) 925-8534. This notice is important in the event that there is a campus or building emergency or evacuation.

University Police do perform random and periodic checks of buildings. If a building or space appears to be unused and is unlocked, University Police may secure the building or space. Security of CWU’s campus is within every employees’ and students’ best interest. Lost, stolen and/or vandalized property can be very costly and not all items may be fully replaced. Units that wish to have equipment insured against loss should contact the business services and contracts office.

(7) University Centers – Individuals or groups desiring to use space located at one of the host CWU centers will contact the University Center Regional Director, to work with the appropriate community college for their procedures.

[01/04/2012: Pres Cab: 4/97; Pres Cab: 2/99; PAC: 8/17/05; PAC: 10/09; Responsibility: BFA (until 7/7/16) Operations Division; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 01/06/2016; 10/04/2012; Approved by: James L. Gaudino, President]

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CWUR 7-30-110 Key Issuance

(1) Authority: CWU Policy 2-50-070, Keys. This procedure applies to all hard key and electronic access to buildings owned and/or leased by CWU.

(2) Authorization and Issuance of Keys

Keys or electronic access are issued to those having a clearly defined need as determined by the authorizing agent. Authorizing agents include department chairs, administrative heads and/or division heads in their respective areas of operation. Keys will be issued at the Lock Shop upon presentation of identification and a completed "Key Authorization Card.”

(A) Student and Non-Resident Access: University Housing and New Student Programs (UH&NSP) may issue keys and/or electronic access to students living in a residence hall or apartment complex. Non-resident access will only be issued by the Lock Shop.

(B) All Keys: Issuance of keys is limited to staff and students with a clearly defined need as determined by the authorizing agent. The Lock Shop is responsible for monitoring key issuance and to report concerns to the facilities manager. Keys may be issued to a Department if kept in a secure location and monitored with a check out log.

(C) Building Master Keys: Issuance of building master keys is restricted to those having a clearly defined need and must be authorized by director, the associate vice president or dean for their respective areas of operation. Only three master keys will be issued per building.

(D) Contractor and Vendor Authorization: Keys may be issued to contractors and vendors upon presentation of identification and the appropriate authorization card. In the event that such keys or access cards are lost or not returned, contractors, vendors and agents, or their companies, are liable for the cost of any rekeying that must be done to restore security.

(3) Return of Keys

Employment Termination / Department Transfer: Individuals terminating employment and/or enrollment with the university, or who transfer to another department on campus, are required to return their keys to the Lock Shop.

(4) Irretrievable Keys

(A) Charges: The loss or disappearance of keys must be reported to the Lock Shop and the issuing department immediately. A key holder and/or their department may be charged $65 per key when the keys are reported lost, stolen or irretrievable. The charge and hold will be removed if the keys are returned and locks have not been changed. The charge for irretrievable keys at or above the department master level will be assessed at the actual cost to rekey.

(B) Appeal: If keys are deemed irretrievable, a locksmith will assess whether the lock should be rekeyed and a report will be sent to the issuing department stating any security concerns. If the authorizing agent’s assessment differs from that of the locksmith, a written request stating the proposed solution and justification may be appealed to the senior vice president of finance and administration.

(5) Transferring of Keys

Transferring or loaning of University keys between individuals is prohibited. Individuals who transfer/ loan their keys will be held responsible should they be improperly used or lost.

The associate vice president of campus planning and facilities management or other designee through the senior vice president of finance and administration is responsible for this procedure and relevant policy, CWUP 2-50-070 Keys.

[Responsibility: Finance and Administration; Authority: ELT/UPAC; Reviewed/Endorsed by: ELT/UPAC; Review/Effective Date: 06/02/2010; 02/01/2017; 04/26/2023; Approved by: A. James Wohlpart, President] 

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CWUR 7-30-150 Closed Circuit Television and Cameras

(1) Purpose - This procedure applies to the procurement, installation, update, monitoring, and use of closed circuit television and camera systems (CCTV) on the Ellensburg campus. This does not include other non-security camera systems. CCTV is used to deter crime and assist police services in providing for the security and safety of individuals and property of the university community.

(2) Process - The CCTV process varies according to the nature of the need. The initial steps are similar for all installations. To obtain help:

(A) Initiate a capital project request or a minor improvement project request by contacting the Facilities Management Department (FMD).

(B) CCTV capital project requests and minor improvement project requests are reviewed and approved by the appointing authority for the following units: University Police and Parking Services; Information Services; Facilities; Student Success and Human Resources.

(C) Forms for capital project request and minor improvement project request are available on the FMD web site.  Include a schematic diagram of the proposed camera location(s) in the request. 

(D) An updated schematic diagram will be maintained showing any variation(s) made subsequent to the initial installation.

(3) Video Monitoring

(A) Video monitoring is conducted in a professional, ethical and legal manner. Personnel involved in video monitoring are trained and continuously supervised in the responsible use of this technology. University Police and Parking Services will assist the Director (or manager) of the area to ensure that procedures are drafted for reasonable and responsible video monitoring. Violations of this procedure results in disciplinary action consistent with the rules and regulations governing employees of the university.

(B) Video monitoring of public areas for security purposes is conducted in a manner consistent with all existing statutes, contracts, university policies, including non-discrimination, sexual harassment, and other relevant policies.

(C) All operators and supervisors involved in video monitoring assure that this procedure as well as responsible and proper practices are followed.

(D) Camera positions and views of residential housing, dorms and apartments are limited to open and public areas and do not violate the standard of "reasonable expectation of privacy." The only exception to this is when a law enforcement agency conducts an investigation governed by a court order authorized by a judge.

(E) Video monitoring of university premises is limited to use in areas other than those where someone would have a reasonable expectation of privacy, such as offices, restrooms and locker rooms. For the purpose of this procedure, the university premises includes all university property, structures and buildings, including those areas occupied by businesses or other services.

(F) Mobile video equipment may be used by the chief of police or designee for criminal investigations and specific non-criminal investigations where there is a significant risk to public safety, security, and property.

(G) University areas wishing to use CCTV monitoring are responsible for implementing this procedure in their respective operations in coordination with the chief of police or designee. Police services have primary responsibility for disseminating the procedure and assisting departments in implementing the procedure and procedures.

(H) Any diversion of security technologies for uses other than its intended purpose undermines the acceptability of these resources for safety goals and is therefore prohibited.

(I) CCTV is not intended to monitor or supervise employees in their day to day operations.

(J) CCTV is used to limit, prevent, deter, detect and investigate crimes and potential criminal behavior and/or acts. Emergency management may use this system to monitor areas for any and all potential hazards. This system may be used to monitor areas with a need of heightened security or areas with critical and/or valuable items or information.

(K) Any misuse of this system or materials produced from this system that are frivolous, used for private purposes or are inconsistent with the objective and procedures as outlined are a violation of CWU procedure.


(4) Responsibilities  - All CCTV camera and recording systems are reviewed and approved as outlined in (2) above prior to purchase or installation on the Ellensburg campus.

(A) Police Services:
1. Serve as the main contact for requestors to ensure that all approvals required under this procedure are obtained prior to any installation or update.

2.  Monitor relevant laws and security industry practices to ensure that CCTV monitoring at the university is consistent with the highest standards and protections.

3.  Have access to all live video monitoring and recorded footage of CCTV’s. Only those who have demonstrated a need and authorization from the chief of police (or designee) are permitted live video viewing or monitoring for the purpose of enhancing security, crime prevention or crime recognition in the specific area to which they are assigned.

4. Limit access to all data collected by this system to officers from police services and to information services personnel authorized to install, update or maintain data or equipment. Still images and recorded footage of incidents not criminal in nature are only released with the approval of the chief of police or designee. Still photographs and video footage of a criminal nature may be released as necessary to enhance the image, identify individuals or seek further information relevant to an investigation. All requests for still and recorded images are made in writing to police services.

(B) Information Services (IS):

1. Ensure proposed camera installations conform to established policies and are compatible with existing hardware, software and equipment standards.

2. Provide routine maintenance, data storage of recorded images, and other daily activities associated with the operation of the CCTV system.

3. Has overall responsibility for the installation, updates, data storage and maintenance of the CCTV system.

4. Establishes a fee schedule for the installation, updates, data storage and maintenance of the CCTV system. The fee schedule is available on IS web site.

5. Store CCTV data in a secured area for a minimum of 30 days. Upon the department of public safety and police services request, specific data and/or footage is retained or copied as needed or required.

(C) Facilities Management department administers CCTV requests through the capital project or minor improvement project process.

(D) Human resources ensures appropriate use of CCTV regarding maintenance of individual employee’s privacy rights and compliance with collective bargaining agreement(s)

(E) Dean of student success reviews any changes in CCTV policy and procedures for possible impact on student life prior to submittal to the cabinet/UPAC for approval and implementation.

(F) User/Owner

1. Every camera is assigned an owner. The owner is responsible for all costs associated with the purchase, installation, operations and maintenance of the camera, as well as all related expenses. Examples of “owners” include but are not limited to:
a. Wildcat Shop – cameras designated for anti-theft and anti-vandalism.
b. Museum of Culture and Environment– cameras designated for anti-theft and anti-vandalism.
c. Student Union and Recreation Center - general purpose cameras.
d. Residence Life.

2. This process applies to any use of CWU campus wide CCTV.
a. For state projects requiring CCTV, IS receives one-time, state base funding in accordance with normal cost structure to procure, install and maintain cameras.

3. User/Owner designates and provides funding for any spare cameras or equipment that is required for the user/owners specific installation.

(5) Cost Structure - Costs associated with CCTV fall into three categories:

(A) Camera related costs include, but are not limited to:
1. Cost of camera (end-user device units).
2. Telecom labor for installation, aiming, focusing, cleaning, maintenance, setup and administration.
3. Annual maintenance to head end equipment.
4. Network cable/installation if non-existing (switches, ports, etc.)
5. Licensing (initial and ongoing).
6. Ongoing costs for non-camera equipment support and/or replacement.

(B) Backend (server related costs):
1. One-time “owner” expenses related to infrastructure costs include, but are not limited to share of server/storage hardware and share of the server operating system.
2. Share of camera licensing for server and security management software as well as any special server software.

(C) Recurring annual “owner” fees related to infrastructure costs include, but are not limited to:
1. Three year server replacement costs, based on percent of server usage. (e.g. If the owner’s camera is utilizing 50% of the server, that owner will be responsible for 50% of the server’s replacement cost every three years, divided by annual payments.)
2. All hardware annual maintenance costs.
3. Licensing renewal and maintenance fees.
4. Hardware/Server maintenance and labor.
5. Retrieval costs.
6. Network bandwidth costs are charged per camera.
7. All other associated costs.
8. Network bandwidth storage costs.

(D) Costs are based on retention length and frames per second requested by “owner”. The minimum will equal a flat rate, per camera, per month, based on a reasonable and customary charge. The following are not included in scope or billed:
1. Real time video monitoring.
2. Access will be limited to “owner”, chief of police or designee and IS camera system administration.
3. Anything covered by the vendor in the RFP, etc., is not billed by IS.
4. Special features “analytics”.

(6)  Notices – When appropriate:

(A) The University posts signs at sites where CCTV equipment is installed alerting the campus community that filming, videotaping and/or data streaming is occurring.

(B) A written notice is provided to university employees assigned to work in areas covered by CCTV equipment.

[Responsibility: Operations Division; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 02/11/2015; Approved by: James L. Gaudino, President]

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