Visitor’s Pass

 

  1. What is the Visitor’s Pass system?The DLSU Visitor’s Pass system automates the monitoring of entry and exit of visitors on campus. What is currently being implemented is Phase 1 of the system which, as far as the visited offices on campus are concerned, is generally the same as the manual system, with the exception of the on-line validation of a guest’s visit. The next level, Phase 2, will be introduced when the DLSU community is already familiar with the system.
  2. How does the Visitor’s Pass system work?Visitors entering through the South Gate (those visiting offices located in the main campus area, also known as the South Sector of the University) and those entering through the Andrew Gonzalez Hall-Taft Avenue entrance (those visiting offices located at the Gonzalez Hall, Gokongwei Bldg., STRC Bldg., E. Razon Sports Complex Bldg., Warehouse areas, Retreat House, and St. La Salle Pre-School, also known as the North Sector of the University) will each be given a Visitor’s Pass after being electronically logged at these entrances.Members of the academic community whose offices are visited or with whom visitors conduct transactions are to confirm the visitor’s presence/visit using their My.LaSalle (MLS) account before the visitor leaves their office.  Anyone with an active MLS account may validate the Visitor’s Pass.
  3. Why can’t a visitor use other gates or entry points of the University?At present, walk-in/unexpected visitors may only use the South Gate and the Andrew Hall-Taft Avenue entrance due to resource limitations (e.g. limited deployment of security personnel).  However, expected guests (those who have been pre-registered following the procedures described in items 12 and 13 below) may use other gates/entrances.
  4. How do you validate a Visitor’s Pass?To validate a Visitor’s Pass, the procedure below applies:
    • Log in to My.LaSalle (MLS) and click on the ‘Validate Visitor’s Pass‘ link under the MLS Plus menu.
    • Request for the Visitor’s Pass from the visitor.
    • Enter the Visitor’s Pass number and click on the ‘Search’ button.
    • Information regarding the visitor will be displayed. Additional remarks regarding the visit may be entered.
    • Click on the ‘Validate Visitor’s Pass‘ button to confirm the visit to the office.
    • A message that the Visitor’s Pass has been successfully validated will be displayed.
    • Return the validated Visitor’s Pass to the visitor.
  5. Who may validate the Visitor’s Pass?Any member, i.e. teaching faculty, ASF, ASP, or CAP, of the visited department or office with an active My.LaSalle (MLS) account may validate the Visitor’s Pass of any guest of that department or office.  Specific members of affiliated offices on campus authorized to use their active MLS account for visitor validation may also validate the Visitor’s Pass of any of their guests.
  6. Can students validate the Visitor’s Pass?Students authorized to use their student organization’s active My.LaSalle account may validate the Visitor’s Pass of their organization’s approved guests.
  7. What facility may be used to validate the Visitor’s Pass?Any computer on campus where the My.LaSalle system is accessible may be used to validate the Visitor’s Pass, including computers in departments, offices and laboratories, laptops connected via WiFi, and even the Technology Enhanced Learning Environment (TELE) systems (especially for class guest speakers).
  8. Why won’t just a signature on a slip of paper from someone in the visited office be sufficient to confirm the visit?Anyone can scribble a signature on a slip of paper — even the visitor himself/herself — and the guards at the gates will not be able to quickly verify the authenticity of the signature. The automated system will enable the University to monitor the entry and exit of visitors and even retain data for future reference and studies.
  9. If a visitor visits more than one office, should the personnel of each of the visited offices validate the Visitor’s Pass?Yes, but as a general rule, it should be the visitor who should request the visited offices to validate his/her Visitor’s Pass.
  10. What if the Visitor’s Pass is not validated by the visited office?If the Visitor’s Pass is not validated by the visited office, the Information Desk Receptionist or Guard On-Duty will call the visited office to verify the visit.  To prevent unnecessary delays for the visitor at the exit point, the visited office is strongly urged to follow procedures and validate the Visitor’s Pass.
  11. In the event that the My.LaSalle system is down, what will happen?Computer systems do go off-line every now and then.  In such cases, the University will naturally switch to a manual system of processing visitor entry and exit.  The visitor should be advised to proceed to the gate at the end of the visit.
  12. What about expected guests?  How does the Visitor’s Pass system accommodate them?A Visitors’ Entry Permit (requesting approval for the campus entry of expected guests) serves as the pre-registration of the expected guest if and when received by the Security and Safety Office (SSO) (Room L101) not later than 5:00 pm of the last workday prior to the visit. The Visitors’ Entry Permit is downloadable from the Intranet under the Security and Safety Office.The following process applies for pre-registered guests:
    • All approved Visitors’ Entry Permits are used by the SSO to pre-register expected guests.The pre-registered guest will be allowed to enter using the gate/entrance specified by the host office/class/organization.  If no gate is specified, the South Gate or Andrew Hall-Taft Avenue entrance will be used, depending on the location of the office to be visited.
    • When the pre-registered guest arrives, the Information Desk Receptionist (IDR)/Guard On-Duty (GO-D) requests him/her to surrender a valid ID card in exchange for the pre-registered Visitor’s Pass.  A valid ID card from the visitor is important because the IDR/GO-D will have no other way of verifying the identity of the pre-registered visitor to whom the Visitor’s Pass is to be given and for whom entry to the University will be granted.
    • Before the guest leaves, the host office/class/organization confirms the visit by validating the Visitor’s Pass following the regular procedures through the My.LaSalle system.
    • The host office/class/organization returns the validated Visitor’s Pass to the guest.
  13. What about expected VIP guests?  How does the Visitor’s Pass system accommodate them?The procedure is similar to the one described in item number 12, specifically the need for a Visitors’ Entry Permit to be received by the Security and Safety Office (SSO) (Room L101) not later than 5:00 pm of the last workday prior to the visit in order to pre-register the guest. The Visitors’ Entry Permit is downloadable from the Intranet under the Security and Safety Office.The pre-registered guest will be allowed to enter using the gate/entrance specified by the host office/class/organization.  If no gate is specified, the South Gate or Andrew Hall-Taft Avenue entrance will be used, depending on the location of the office to be visited.In the case of expected VIP guests, the host office/class/organization is expected to send a representative to welcome the pre-registered VIP guest at the specified gate/entrance.  The following procedure is then followed:
    • The host representative gives the name of the pre-registered VIP guest to the Information Desk Receptionist (IDR)/Guard On-Duty (GO-D) for verification.
    • Once verified that the VIP guest has been pre-registered, the IDR/GO-D gives a VIP Access Pass to the host representative.
    • When the VIP guest arrives and is welcomed by the host representative, the IDR/GO-D allows the VIP guest to enter without need for an ID card.
    • After the visit and using the information on the VIP Access Pass, the host office/class/organization confirms the visit by following the Visitor’s Pass validation process through the My.LaSalle system.
  14. Who classifies a guest as a VIP?The host office/class/organization is the one that determines and pre-registers its expected guest as a VIP. In doing so, the host takes responsibility for sending a representative to welcome the pre-registered VIP guest at the specified gate/entrance before the guest’s expected time of arrival, as well as for ensuring adherence to the procedures in item 13.  The pre-registered VIP guest is not asked to surrender an ID card upon entering the campus.
  15. What about visitors who want to enter the campus as a group? How does the Visitor’s Pass system accommodate them?Five (5) or more visitors coming in together and visiting the same office are treated as a group by the Information Desk Receptionist (IDR)/Guard On-Duty (GO-D).  The entry of a group will be processed following the general procedures described in item numbers 2, 12, and 13 above depending on the group’s classification.For regular walk-in and pre-registered group visitors, one person in the group is designated as the group leader and given a Leader’s Group Pass by the IDR/GO-D.  Each of the other persons in the group is given a Member’s Group Pass.  Before the group leaves, the visited office confirms the visit by validating only the Leader’s Group Pass following the regular procedures.For pre-registered VIP group visitors, only one (1) VIP Access Pass is generated for the entire group and given by the IDR/GO-D to the host office representative designated to welcome the VIP guests at the gate/point of entry.
  16. How is the Visitor’s Pass different from the Campus Pass?The Visitor’s Pass is generally given to parties external to the University, i.e. non-holders of a valid DLSU identification card, who wish to visit the University for legitimate reasons.The Visitor’s Pass is different from the Campus Pass which is given to bonafide DLSU students who lost or left their valid ID card but need to enter the campus.
  17. Who can be contacted for inquiries?For inquiries regarding how to access and/or use the Visitor’s Pass system, contact the ITC Help Desk through local numbers 316 or 466.For inquiries regarding visitor entry in general, contact the Security and Safety Office (SSO) through local number 157.

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