Access Control System (ACS) & Visitor Management System (VMS)
Government Degree College Shopian Kashmir
Guidelines
“Securing access, enhancing discipline.”
The Electronic Access Control System (ACS) established at the main gate of the college shall be used to manage the entry and exit of the students, employees and visitors so that the campus provides an enabling environment for the teaching-learning environment.
Vision:
The vision for establishing Access Control System in the college is:
“To create a secure, disciplined, and academically conducive environment through the implementation of Access Control System (ACS) and Visitor Management System (VMS) ensuring a safe, regulated, and efficient movement of individuals and vehicles within the college premises.”
Mission:
To enhance campus security, manage visitor entry, and ensure that the movement of students, faculty, and visitors is well-regulated and monitored for safety, discipline, and operational efficiency, thereby maintaining the integrity and decorum of the college.
Objectives:
The objectives of having a robust ACS/VMS are listed below:
- To restrict unauthorized entry into the college premises.
- To streamline the entry and registration process for visitors, students, and faculty using advanced technologies like RFID cards, flap-barriers, and drop gates.
- To ensure proper surveillance of campus activities through CCTV monitoring.
- To implement a vehicle management system that restricts the entry of unregistered vehicles.
- To enable seamless visitor management through OTP-based authentication.
- To ensure discipline regarding entry and exit timings for students, faculty and visitors.
- To provide the ACS and VMS operators with tools and skills for smooth communication and management.
Components of the ACS/VMS
- RFID I-Cards: Used by students and faculty to access the college premises via flap-barriers.
- Flap-Barriers (Turnstiles/Mantraps): Automated gates that allow access after scanning an RFID-enabled I-card.
- Visitor Management System (VMS): Installed on a tablet (available inside the right side gate), this system manages visitor registrations, including name, email, mobile number, and purpose of the visit. Visitors receive an OTP for authentication.
- Drop Gate: Used to control vehicle entry. It operates via backend software that opens the gate after scanning a registered vehicle’s sticker.
- Surveillance System: Four CCTV cameras installed at key entry points for monitoring and recording movements.
- Master Card: Held by the gate operator for emergency situations to manually authorize entry.
- Walkie-Talkies: Used by gate operators to communicate directly with the ACS Convener.
- Hi-Speed Internet Connectivity: The College has subscribed to hi-speed internet connectivity from a popular Internet Service Provider (ISP) for running the system seamlessly.
Purpose of ACS/VMS
- Prevent unauthorized entry of individuals or vehicles.
- Maintain discipline within the college, particularly regarding entry and exit timings.
- Enhance campus security and monitor activities to prevent incidents that disrupt the college’s academic environment.
- Facilitate visitor management by ensuring visitors are properly authenticated before entering the premises.
- Enable smooth operations during events or special circumstances through authorized protocols.
Roles & Responsibilities
ACS Convener:
- Oversees the overall functioning of the ACS and VMS.
- Issues permissions for vehicle entry and ensures compliance with documentation requirements (RC, driving license, pollution control certificate).
- Communicates with the gate operators via walkie-talkies.
- Troubleshoots system issues and provides solutions under special circumstances, such as internet blackouts or power outages.
- Monitors system reports and ensures any deviations are addressed promptly.
Gate Operators:
- Manage the entry and exit of individuals and vehicles.
- Ensure that only RFID-enabled individuals and registered vehicles enter the campus.
- Help register visitors in the VMS and assist with manual entry in case of system failures.
- Communicate with the ACS Convener in case of issues or emergencies.
- Use the master card only under specific circumstances and maintain the manual entry register.
- Ensure the separate use of gates by male and female students.
- Visitors (VMS Installed on the right side gate):
- Register using the VMS by providing their name, email, mobile number, and purpose of the visit.
- Receive an OTP on their mobile device to authenticate their visit.
- Obtain a printed slip after authentication to open the flap-barriers.
- Abide by college entry rules and follow instructions from gate operators.
- Students & Faculty:
- Use their RFID-enabled I-cards for entry through the flap-barriers.
- Adhere to the entry and exit timing regulations (10:30 AM to 3:00 PM).
- Follow the designated gates for entry (left gate for females, right gate for males).
Operation of VMS & Flap-Barriers
- VMS Process:
- Visitor enters their personal information (name, email, mobile, purpose) in the tablet wall-mounted in the right side gate.
- The system sends an OTP to the visitor’s mobile number for authentication.
- After verification, a slip is printed, which is used to open the flap-barriers.
- This process ensures that no unauthorized visitor enters without proper registration and authentication.
- Flap-Barriers Operation:
- Registered visitors scan their slip, and students or faculty scan their RFID cards to open the flap-barriers.
- The system checks the database for matching entries and grants access accordingly.
- In case of any technical failures, the master card will be used, and details will be recorded manually. All the manual details will be submitted to the Convener Discipline everyday in the evening for verification and monitoring.
Vehicle Management and Drop Gate Operation
- Registered Vehicles:
- Vehicles with a college-issued sticker are scanned at the drop gate.
- The drop gate raises automatically for registered vehicles.
- Vehicles without a valid sticker will not be granted entry.
- Visitor Vehicles:
- Visitors must register at the VMS before vehicle entry.
- The drop gate will be raised only after proper registration and authorization.
Troubleshooting & Special Circumstances
- Power Outage/Internet Blackout:
- The ACS Convener will issue manual entry procedures.
- A master card will be used by the gate operator to authorize entry.
- All manual entries will be logged in the manual register for record-keeping and submitted to the convener discipline for monitoring and control.
- System Malfunctions:
- In case of a system error, the gate operator will inform the ACS Convener and follow the issued protocol.
- The system may temporarily switch to manual operation, where entries are recorded manually.
- Bulk Visitors (for Auditorium Events, Conference Halls (Admin and Science):
- The ACS Convener may issue a directive to keep the drop gate raised for a specific period, following written instructions from the Principal.
- This ensures smooth entry for large crowds without causing delays or chaos.
- The drop-gate will be raised and lowered for a specific time period through a computer softwafre instruction. No individual will attempt to open the gate manually.
Disciplinary Actions
- Non-Adherence to ACS/VMS Rules:
- Any student, faculty, or visitor found violating the entry regulations will face disciplinary action.
- Gate operators are responsible for ensuring that no unauthorized entries occur and may face consequences for negligence.
- Individuals tampering with the drop gate or ACS equipment will be held accountable.
- Unauthorized Vehicle Entry:
- Vehicles without a valid sticker will be denied entry.
- Any attempts to bypass the drop gate or tamper with the system will result in strict action.
Surveillance & Monitoring
- CCTV Surveillance:
- Four CCTV cameras monitor all movements at the main entrance, ensuring that all entries and exits are recorded.
- Footage will be reviewed regularly to maintain security and identify any potential breaches.
Registration Process for Students Convenience
To register a vehicle for access to the college premises via the drop gate system at Government Degree College Shopian, the following detailed steps must be followed:
Step 1: Download the Application Form
- The first step for vehicle registration is to download the official Vehicle Registration Application Form from the college website.
- Visit https://gdcshopian.edu.in to locate the form, which will be available under the ACS/VMS section.
- The form must be filled out with accurate details of the applicant, including personal information (name, department, etc.) and vehicle details (vehicle number, type, etc.).
Step 2: Form Authentication
- Once the application form is filled out, it must be authenticated by the concerned Head of the Department (HoD) of the applicant’s respective department.
- The HoD will verify the applicant’s credentials and sign the form, confirming the applicant’s eligibility to register their vehicle.
Step 3: Attach Supporting Documents
- Vehicle Registration Certificate (RC)
- Driving License
- Pollution Under Control (PUC) Certificate
Note: Ensure that copies of these documents are up-to-date and correctly attached to the application form.
Step 4: Submit the Application to the office of Convener ACS
- After completing the form and attaching the required documents, submit the application to Mr. Tariq Ahmad, the designated ACS Operator.
- You can submit the application in person to Mr. Tariq at his office located in the admin block.
Step 5: Authentication Process
- Tariq will review the submitted application and documents.
- The ACS Convenor/ Convener Discpline will verify the authenticity of the submitted documents and the vehicle’s eligibility to access the college premises.
- If any discrepancies or missing documents are found, the applicant will be notified to correct or resubmit their application.
Step 6: Pay the Tag Fee
- After successful verification and authentication of the documents, the applicant will be required to pay a vehicle tag fee.
- Details regarding the fee amount and payment method will be provided at the later stage, either through the college’s official payment portal or by direct payment at the college’s Accounts Section.
Step 7: Issuance of Vehicle Tag
- Once the payment is confirmed, the college administration will issue a vehicle tag sticker, which must be affixed to the registered vehicle.
- This tag will allow the vehicle to pass through the drop gate, which operates via RFID.
- The vehicle tag is non-transferable and must only be used for the vehicle it is registered for.
Step 8: Access to College Premises
- After the vehicle tag is affixed, the vehicle can enter and exit the college premises using the drop gate system.
- The drop gate will automatically scan the tag and raise, allowing the vehicle to pass.
Contact for Assistance
- Convener Discipline: Prof. Iftikhar Ahmad Pal (7006982103)
- Convener ACS: Dr. Aashiq Hussain Lone (959 66666 88)
Operators:
- Tariq Ahmad: 7889792223
- Jan Mohammad: 8491948859
Email: [email protected]
Note: Ensure to follow all steps diligently and submit the correct documents to avoid delays in the registration process.
Staff Training and Assistance
- Staff Training: All gate operators and relevant personnel will undergo proper training on the operation of the Access Control System (ACS). The training will ensure smooth functionality and avoid any operational disruptions. This training will cover the use of the RFID system, troubleshooting basic issues, and handling visitor and vehicle registrations software, data entry and drop-gate management.
- NSS/NCC Cadets Assistance: To assist in the successful implementation and smooth functioning of the ACS, the college will request the cooperation of NSS/NCC Coordinators to deploy trained cadets. These cadets will assist the ACS team during peak hours, manage queues, and provide support for visitor registration and vehicle access operations. The deployment of NSS/NCC cadets will enhance discipline and expedite the registration process, ensuring smooth entry and exit at the college gates.
By adhering to the above protocols, all stakeholders of Government Degree College Shopian will contribute to a safe, disciplined, and academically focused environment.