Lenel Access Policy:
Purpose: This policy outlines the procedure for requesting and maintaining access to the Department common rooms, ensuring that only those with an active need are granted entry. The main goal of this policy is to support Department integrity of the vast amount of common equipment possessed by the Department and protect faculty-maintained equipment housed in common rooms.
Applicability: Applies to all individuals needing access to any Department of Pharmacology & Therapeutics common room.
Definitions: Common rooms, also known as the microscope room (R5-180), cell culture room (R5-241), -80 freezer room (R5- 280), and autoclave room (R5-288) are specialized laboratory spaces within the Department. Lenel readers are the card readers that are used to access the common rooms. Swipe access is granted to an individual via their UFID card (physical or mobile) to enter common rooms using the Lenel reader.
Policy: The Department of Pharmacology & Therapeutics at the University of Florida is committed to managing secure access to common room equipment. We recognize the importance of flexibility in the workplace while also valuing the essential security management of equipment, which requires in-person work of many individuals using these common pieces of equipment provided by the Department. In pursuit of these objectives, the Department of Pharmacology & Therapeutics established an access model that supports flexibility to give and remove access to these common room spaces as needed. This policy provides a framework for implementing and revoking access of the common rooms within the Department, ensuring consistency, security, and allowability. It is important to note that any Lenel access request is at the sole discretion of the Supervisor or Department Chair and may be revised or revoked at any time. The Supervisor or Department Chair reserves the right to make decisions regarding Lenel access needs based on needs or other relevant factors.
Eligibility: Access to the common rooms will be granted based on the specific tasks the individual is performing. Ensure that all individuals who require access have a clear need for the facilities. Supervisors should ensure that only individuals with a need are permitted access. Access will be granted on the relevance of the requested areas to the individual’s current lab activities and responsibilities.
Procedure:
- Information required – For each individual in your lab who requires access to any of the common rooms, please provide the following information:
- Full Name
- UFID
- Position/Role
- Specific Room(s) Needed
- Expected Duration of Access (e.g., 3-months for a rotating graduate student)
- Submission Process:
- Faculty member completes the Common Room Access Form on our website with the required details for each individual.
- Review and Approval:
- The Human Resource Specialist of the Department will review the access requests and verify the necessity of access for each individual with Chair (if needed).
- Notifications regarding approved or denied access will be communicated within three business days of submission.
- Lenel Access for User:
- If access is approved for the user, the Human Resources Specialist will reach out to the user to complete a Lenel Access User Agreement. Once the user certified acknowledgement of proper usage and compliance, access will be added to their physical/mobile UFID.
- Lenel Access User Agreement
- As an authorized user with Lenel access to one or more of the common rooms in the Department of Pharmacology & Therapeutics, I acknowledge the following:
- I will not loan, give possession, or misuse Lenel access given to me.
- I will not prop open the Lenel access doors.
- I will not use equipment I am not trained in that I have Lenel access to.
- I understand that violation of this agreement may result in revocation of access privileges and/or render me responsible for the expense of damaged equipment or missing materials due to the misuse of me Lenel access privilege.
- As an authorized user with Lenel access to one or more of the common rooms in the Department of Pharmacology & Therapeutics, I acknowledge the following:
- Notice of Changes or Termination:
- Supervisors reserve the right to implement changes to or terminate common room access at any time based on the necessity of access for each individual.
Access Maintenance & Compliance
Access Maintenance:
- Access permissions will be reviewed regularly or upon significant changes in lab activities, personnel, or project requirements.
- It is the responsibility of the supervisor to inform the Department of any changes in personnel or their access needs promptly.
- The Human Resource Specialist or Director should be notified immediately if access needs to be revoked.
Compliance:
- All individuals with access must comply with safety regulations mandated by the UF Environmental Health & Safety office and any additional rules specific to the common equipment/rooms.
- Unauthorized access or misuse of the facilities (examples: propping doors open or using equipment you are unfamiliar with) may result in revocation of access privileges and/or other reimbursement actions.
Resources:
Common Room Access Forms
The Department of Pharmacology & Therapeutics at the University of Florida is committed to managing secure access to common room equipment. We recognize the importance of flexibility in the workplace while also valuing the essential security management of equipment, which requires in-person work of many individuals using these common pieces of equipment provided by the Department. In pursuit of these objectives, the Department of Pharmacology & Therapeutics established an access model that supports flexibility to give and remove access to these common room spaces as needed.
Common Room Access Request Form
Fill out the Common Room Access Request Form to have access to any of the Department Lenel controlled common rooms.
Lenel User Access Agreement
Individuals that need access to any of our common rooms must sign this agreement to be given access to the common rooms. Once the request form is filled out a Department Staff member will reach out to the user with a link to this form.
