The purpose of this policy is to provide Division of Facilities Planning & Management (FPM) employees with a process for providing access to, and distribution of, facility information, plans, data, documents, drawings and photos.
The intent of this policy is to promote the open access to necessary building information for students, faculty, staff, authorized agents representing interagency units, and the general public without compromising the safety and security of the University of Wisconsin–Madison (UW), its students, faculty, staff, visitors, or physical infrastructure.
The policy is not intended to restrict academic research or publication of research work products unless the publication is otherwise restricted by UW policy or the granting agency. This policy covers all forms of media through which UW facility information may be disseminated (i.e. paper copies, compact discs (CD’s), server access, internet access, etc.).
Access to facilities data at UW–Madison is divided into three different levels: General Access, Administrative Access, and Limited Access. These levels were developed to balance the needs for institutional data with relevant security and safety considerations.
An electronic “Facility Data, Documents, and Graphics Information Request” form (Attachment 1) must be submitted for all information requests from UW–Madison staff and/or students and should be submitted for all information requests from the general public. Approval of requests for both General Access and Administrative Access will utilize an email notification system to FPM directors, and/or their designees, plus a representative of appropriate campus agencies, including UW–Madison Police, for disapproval. Approval of Limited Access requests will require a meeting of relevant parties. A current listing of these contacts will reside with FPM Assistant Vice Chancellor (AVC) office.
General access refers to information that is typically available with the level of detail set by business standards or publicly available from sources outside the UW–Madison. This includes both graphic and tabular data needed to present the UW–Madison to students, staff, administration, Policy for Distribution of Facility Data, Documents, and Graphics Information visitors, and peer institutions. The difference between available detail in paper versus electronic delivery should also be a consideration.
(NOTE: The supporting information used to generate this information may fall under Administrative or Limited Access, and should be regarded as such.)
UW–Madison Administrative Access of facility information will be granted to current UW–Madison employees to promote the conduct of business or to facilitate the education for students within select courses of academic study (Engineering, Interior Design, Landscape Architecture, Urban Planning, Geography, etc.).
Representatives acting on behalf of inter-governmental agencies through existing mutual assistance agreements are also included.
Access granted to this information may include restrictions based on authorization of Schools/Colleges or Departments or location. This information may be delivered as hard copies, electronic format, or data feeds with the implied or written understanding that appropriate security of this information is the responsibility of the recipient.
(NOTE: The associated information used to generate the requested information may fall under Limited Access, and should be regarded as such.)
Due to safety and security consideration specific authorization is required for Limited Access data. Documented approval is required for this information to be delivered in any format. Access granted for this information may include restrictions based on authorization of Schools/Colleges or Departments or location. Representatives acting on behalf of intergovernmental agencies through existing mutual assistance agreements are also included.Due the sensitive nature of this facility information the following procedures apply: