University of California, San Francisco | Facilities Services
UCSF Identification Badge Swipe Reports Standard Operating Procedure
Updated July 5, 2023
The Facilities Services Department in Campus Life Services handles all requests for data from the
electronic badge system for UCSF Campus and UCSF Health, including ad hoc and regular reports. This
procedure balances privacy with the University’s need to effectively manage its resources.
There are two main types of UCSF Identification Badge reporting requests:
- Type 1: Requests of general data without specific employee/employees being named in the report; or,
- Type 2: Requests of data with specific employee/employees being named in the report.
Type 1 Request Procedure
When Facilities Services receives a data or reporting request in the Type 1 category, it may be
authorized by the Facilities Services Assistant Vice Chancellor or the Facilities Services Deputy. These
reports do not identify individuals and are used for general trend reporting only. The approvers make
sure that the type of report requested has a large enough sample size to ensure the relative anonymity
of the report population.
In the absence of the two positions named above, the Associate Vice Chancellor, Campus Life Services or
the Senior Vice Chancellor, Finance & Administrative Services (FAS) may also approve the request.
Type 2 Request Procedure
When Facilities Services receives a data or reporting request in the Type 2 category, it must be
authorized by one of the following approvers, or their designees:
- Chief of Police (investigations, emergencies)
- Legal Affairs Chief Counsel or Attorney (investigations, requests for information)
- Labor/Employee Relations Executive Director (investigations, requests for information)
- The Chancellor, Executive Vice Chancellor & Provost, or Senior Vice Chancellor – FAS (all matters, including other uses of data)
- Facilities Services Assistant Vice Chancellor (facilities emergencies, fires, floods, earthquakes)
General Information
All report requests should be sent to the Facilities Services Manager of Access Controls & Security
Systems (ACSS). The request should state the type of report being requested (Type 1 or Type 2) and the
specific reasons the report is required. Once approvals have been received, the Manager of ACSS, or
their designee, may release the requested report.
In the event of an emergency (fire, active shooter, etc.), all Facilities Services employees will follow the
instructions of law enforcement and emergency response officials in providing data and reports.
