Just build good relationships and listen to people's issues and problems, and know your system and understand that you can have an affect on that.

Welcome to Focus, a podcast dedicated to the business of Higher Education. I'm your host, Heather Richmond, and we will be exploring the challenges and opportunities facing today's higher learning institutions. In this episode, I caught up with Doug Vanderpoel from Mount Holyoke College, to discuss all the innovative ways they support the student experience, and create a secure campus with their OneCard system. Hi, Doug, it's so great to have you on our podcast.

Thanks for having me.

Well, I am so excited to talk with you today and explore more about Mount HolyokeÕs story. But first, can you share a little bit about yourself and your background?

Sure, my background is in electronics, but didn't start out that way. So I did a lot of work in dining and things like that, but made my way back to the electronics world with the implementation of the card system. I've been with the college for 37 years now.

Wow, that's a long time. So you know, a thing or two, this is why we have a lot to talk about today. So speaking of the college, can you just give us a little overview about Mount Holyoke College?

Sure, Mount Holyoke College was established in 1837. It's the oldest womanÕs college in the US. We have about 800 acres. We have 41 major buildings, 20 residence halls, and 21 academic and administrative buildings. Most of those have perimeter card access on them. So that includes all the doors on all the sides of the building.

Sounds like that's what keeps you busy, you definitely have enough areas to make sure are secure and protected with access.

Well, I like to say we're a small school with big school problems, because most places don't have 20 dorms.

That is true. We'll have to dive into that. And in general, you've been a longtime TouchNet client, haven't you?

Correct, weÕve been with you for 25 years now.

Wow. Congratulations, that's quite the milestone. And a lot I'm sure has changed in your world over time, hasn't it?

Absolutely. What's nice about the system is it's allowed us to start very small. We only started with meal plans, and then IDÕs and then move to access. And now we have almost everything that you have.

I think you do. But wait, there's always more. Well, just thinking about the expanse of space that you have, and everything you were doing, and all the years, I know that there are so many innovative ways that you're using TouchNet OneCard. But before we get into some of those unique use cases, let's just start with the basics. So we think about starting with OneCard for ID and access management. What is that student experience like with student ID?

So we also have photo ID using OneWeb so students upload their photos. And in summer time we have them printed ready for them for orientation pickup, we do our orientation at the beginning of the school year, we don't have a separate orientation. And students use their card for just about everything even getting into their rooms. So they use it for meal plans. They use it for ticketing events, vending, we have several POSÕs on campus that they use, package tracking, all sorts of things that are all with TouchNet, and then some things that are not with TouchNet. 

Okay, so when we sometimes say that the campus ID card is the key to your campus life, that's really serious on your campus.

Correct, you really can't get around without a card on campus.

So beyond using OneCard as student ID and key to doors. What are some of those other use cases of your how you're using OneCard, but I know you have a lot of really cool ways you're using it.

Yeah, so we have this company that we're partnering with for dining services for reusable containers. So we do not have any paper takeout containers in our dining services. So we have all reusable containers. It's a company called USEFULL. They are integrated with the card system so that students can apply with their card, and all the late fees and things like that are processed through the card system.

That's really cool. It's amazing you don't have any paper containers on campus. That's quite a feat that you had to go through.

Yes, absolutely. So that was quite a chore but it worked out well. And it's something that benefits the students and it's what the students wanted. Another thing that we're doing is we just recently have two coffee machines. So now students can get coffee 24/7 fresh ground coffee, using their OneCard.

That's probably a good thing. But sometimes I wonder if that is a good thing? I guarantee you those machines are probably busy 24/7 as well aren't they?

 Absolutely, it does espresso and everything.

So they can go there. And that's how they make their payment right? They use the card as their declining balance. 

Yep.
 
Wow, that is so cool. I'm going to come to your campus, although I'm not a coffee drinker, but I'm sure you have some nice soda machines, too. Well, it's really interesting, a couple of those examples, it does seem like everything that you can think about, you're like raising your hand saying, we can put that through the card system. So I know, we were chatting before you were telling me about not only from an access standpoint, but using OneCard really for security monitoring, and how important it is to have a safe campus as well. So can we go a little bit further on that? 

Again, we utilize the system to help us solve problems. So we had a construction project, and we had a music building, and they had a whole bunch of practice rooms, which are soundproof. And being an all-woman school, students are practicing all times at night and things like that, so we wanted them to feel safe. So through the OneCard system and master security monitor, we were able to provide panic buttons for those students in case they didn't feel comfortable. And it notifies public safety, and then public safety can respond. It's a locked door, but it also has a window so they can see everything. They didn't like what's going on outside, they can just push the button and it's immediately calling public safety.

That is so cool. And it was interesting, because after we chatted, I was talking to some friends I had from an HR perspective and talking about in businesses and that panic button. I said, I have the really cool use case on a college campus. And then in talking with some others who are music majors theyÕre like, that would have been so wonderful on campus when we were practicing because you want the soundproofing, but then you don't know what's going on in there.

Correct. So, you bring up human resources. We also have panic buttons in human resources. Since there could be some contention, could be issues there. So under each desk, there's a panic button. So we've used the same model to do different things. We also have panic buttons at our cash locations. So if they're taking cash, they can hit the panic button. 

Yeah, all those things that you just wouldn't think about initially, but really helps have that sense of security. And I know, especially for cashiers, that's one of the things we've heard about is there's been this transition of saying, maybe going cashless, and just some of the fear that a cashier had of being surrounded or having to take money to the vault and possibly not having that panic button. We all watch way too many TV shows where the bad guys come in, and you have to hit that button, right?

Yes. Well, some of the things are also just for safety reasons, too. So we have some monitoring on our shower stations in the labs and our eyewash stations. Okay, so when those are activated, public safety is alerted, and they can respond even before anybody presses one of those buttons or calls them.

Oh, that makes a lot of sense. I mean everything that you're doing in those labs, and if there's an incident, you want to be able to have a really quick response. So that's all tied into public safety.

Yeah, it's all tied into the door point controller. The TouchNet door point controller, we've upgraded all of our point controllers, we have over 50 point controllers. So we have at least one in every building. And sometimes we need more. And we're monitoring all sorts of things, from sewer alarms to research freezer alarms, sump pumps, humidity, water, temperature, just about everything you can think of.

So speaking of security, you're actually using this for intruder alarms as well across campus, aren't you?

Yeah, we have an old system of security alarms that used to send codes to public safety and they'd have to look them up in a book. And now we have them hooked up to the master security monitor and it gives them a clear indication, popping up the map and everything like that, where the building is and directions on what to do when the alarm sounds so they know that they need to call HVAC or they need to call an electrician or they need to go investigate themselves. So it's all in real words so that it's really easy for people to learn, pretty intuitive. It's right in their face. And we use that for a whole bunch of things now. And it's really for critical alarms. We even use some for HVAC alarms where our facilities management is monitoring their systems during the day, but not at night. So then the card system starts monitoring those after hours, or those critical alarms that need to get paid attention to like some of the sewer alarms, and I think we have an acid neutralization alarm for our sciences, where they throw stuff in the drain, and it has to neutralize before it can go into the drain. 
Sounds like you've thought of everything. And speaking of everything, I mean, with all those acres, you have horses, don't you? 

Correct, yes. And we're monitoring those also. So we keep the barn doors open at night, so that there's plenty of air and airflow. And if a horse gets out, we are monitoring the doors with the card system too. And we are monitoring moon rocks, also. We have moon rocks on campus, and we're monitoring those with that.

That is so crazy. So you're not only monitoring for bad guys, but you're also monitoring for good horses. Well, certainly I'd say anybody listening today, if there's any idea that they're thinking about what could I make sure I can protect, there's nothing that you can't do with a OneCard system and the secure monitoring.

Correct. And we're even using it on our gas pump and fuel pump facilities. So they have to swipe the card to activate the pumps.

Oh, okay, can you drill a little bit on that. So they have to activate the pumps to even just get gas, you mean?

Correct. So they swipe their OneCard or tap their OneCard and the pump activates for a set period of time and then shuts off. And then until they swipe again, it's off. So we don't have to worry about having keys out there. We can shut off cards if necessary. We can put a card in each vehicle or allow each employee access to that if needed. So it's a good way to control who has access to it.

And from a reporting standpoint, you can also see, for some reason this person needs an awful lot of gas.

Absolutely. 

So obviously, all of this sounds like campus security is pretty darn important to Mount Holyoke.

Yeah, absolutely, very much so. And TouchNet has been a great partner with that, too.

Oh, that's great, thank you. I remember all these stories throughout the years. And I wanted to make sure everybody understood everything that we've done. And so we've talked a lot about that student experience and campus security. But I know you're using this even beyond that. So let's think about some of those off campus partnerships. How do you do that?

So we have a couple of things. We have a couple of outer buildings, we have a boathouse that is next to the river for our rowing crew. And we have a museum that was donated to us up the street a little ways. And so we're using the card system to protect both the museum and the boathouse, we have card access on both of those, and we're monitoring intrusion on all of those too. And again, heat pumps and water and things like that, because we're not at those buildings. So we want to know if the heater stops in the winter, or gets too hot in the summer and things like that.

It kind of sounds like that you're really powering the whole city.

Well speaking of that, we are also doing IDs for police and fire.

Oh my, you really are powering the city. So what do you mean by that with the police and fire? Tell me a little bit about that.

So the police and fire didn't really have a good ID that they were using. And so they knew of the card system and they asked us to basically generate their own IDs. So we print on a blank card so we can create any background that we want. We made these because they're IDs for people that are not part of the community, they're just blank cards with no encoding of any kind. But it has their logo and we work with the chief, so both the fire department and police to maintain those lists and those IDs.

That is so cool. So you just really have a different template. So obviously the card system, you can define the card art, and then you have one for police and fire. So when they pull their wallet out to show you their badge, they can also show you their picture and say this is really me.

Correct. And that's also used for emergency purposes. So if they're going into a fire, they drop them in to the frontline person bucket and so they know they get back out. So they know who's in there. And who gets back out.

That's a really smart way of doing that. So you kind of have your ID you put it in the bucket, you go in you fight your fire, you hopefully come back and pick it back up. So it's a different way of doing check in I guess. I think the question as we're talking here, is there anything that you don't use OneCard for?

Not really, we're trying everything. I mean, in this past couple of years, we had it for testing for COVID. Tracking for students, all sorts of things like that. We use it quite frequently to find students. We also worked with you and your team and now there's a negative access, I don't know how many people know about that. But you can lock students out of certain areas for a certain period of time. Our system is so large in the way we do groups and things like that, it's very difficult to isolate a student from it. Because we allow residential students into buildings, if you're a resident of that building, we allow you in all the doors. So it's very difficult to not allow people in there, but we can now do that on a case by case basis, if needed.

And that's a really smart idea. And again, maybe you have construction or maybe there's a private event, because you have so many things happening on campus where you don't want access. Not only what do you have access to but what don't have access to today? And you might give it back tomorrow. And I know, you have a daycare on campus, too, right? And you're using this for your daycare?

Yes. So we have a daycare that we provide to faculty, staff and the public. And we provide cards for them and the parents, so the staff take care of those lists for us. But then we monitor those and protect the students. And so they have to get a card to get into the door, into the reception area, so they can't even get into the area without the card.

That makes a lot of sense. And with all those dorms on campus, I'm assuming that you probably are using that and beyond students can you talk a little bit about your conferences and hotels?

Yeah, so we have a hotel on campus. And that is a complete online card access through TouchNet. So it's not the generic cards, they don't have to reproduce them each time. But it's live, and they could shut them off immediately. They don't have to go to the door and get reports. And for conferences we have a master key for dorms. So we have a key box for dorms and everything like that. So we use that method for conferences and cards. So we give them a master of cards, and we have like 500 cards. And then 100 are for this dorm, 50 are for this dorm, another 150 year for this dorm, and so on. And we can program those cards to allow them only into those doors. And then that conference goes away, they return those cards, we can reuse them for the next conference, down the road. So we do that method for that and alumni when they return too.

That's really cool. Now, do you do different card art for each building? Or how do you identify those?

So we do a bunch of generic conference cards, so don't want people to know where they get into. And so it just says, Mount Holyoke Summer Conference and so we know by the numbers where it gets in.

Well, you're just using the system in incredible ways. We could probably talk all day long, and it'll trigger a new thought of like, oh, yeah, we do that too. But I'm sure people right now are wondering how in the world you get started on this path and get all this implemented. So let's kind of back up and talk about you've been there for a while, everything has changed, you didn't do this all over night, so let's talk a little bit about implementation.

Absolutely, in the beginning, we started with just meal plans, that was our purpose of getting a card system way back when. We had an old method of getting a sheet of paper and crossing it off when the person came in. And that doesn't work well at all. With the card system, you're able to get people on a meal plan. We used to have kitchens in every dorm, too. So we were able with the information from the card system, we were able to consolidate, and now we have a single dining hall on campus. And that was really driven by the data provided by the OneCard system. We could tell that students weren't traveling to the further places because it was too far from the classes. You can tell when they're eating when they're not eating and when our crunch time is, and so that really helped us decide that a central dining commons would be good.

Oh, that makes a lot of sense. We talk about data a lot, and how powerful it can be, if you know how to utilize that. So that was smart, and being able to look at the data and where's it actually being utilized, and then be able to consolidate and then you probably have a lot of activity now in that single dining hall, don't you?

Absolutely. All sorts of meal plans and things like that. That's the other thing that's very versatile. We can make up as many meal plans as we want. We have commuter meal plans, we have all different types of meal plans, we kind of shut it down during COVID, and we reduced it down to like a main meal plan. But there's dining dollars, bonus dollars if you want, and they can use it in various locations. Very, very personal for students.

That's great. Do you use any of the meal plans for those conferences, attendees that come?

Oh, absolutely. Yes, with the current system, we can program the meal plans along with the access. So if the program pays for meals, and they get meals. We'll have a few that have days, and then we'll take the meal plan off, it's all online and ready to go. It's really nice.

That is nice. I want to come have a conference there on campus and feel like I'm a college student again. But in a much more modern way. Now, you talked earlier about transitioning to the My On Board. Can you talk a little bit more about that, and kind of what that benefits been?

Yeah, we started 25 years ago, so at the time, we were using copper lines for communication. So I mean, in nobody wants to pay for copper lines anymore. So they're deteriorating. And all sorts of problems with them with lightning and things like that. So moving to the MyOnÕs, and we've seen a lot, we used to have to go out to the reader and upgraded and change it. And now everything with the MyOnÕs, it's remote, you can do most of it remote, you can see what's going on. You don't have to go visit the door or anything like that, for most problems, obviously, if there's a rock in the door, itÕs not going to tell you that.

So you have about 200 deployed now, how much more do you have to go?

Yeah, that's probably about half of what we're trying to do so. So by the end of it, we'll have probably four or 500 MyOnÕs on campus. 

That's amazing.

We have 1100 doors, and we're always adding. So that was the last count. And we're always adding a few because faculty, enjoy them. Staff enjoy them. And our facilities management really likes it because it really controls a key process.

Well, this sounds like 1100 doors and all the acres and horses and art and childcare. Is this all centrally managed through your office? Or how does that work?

Yeah, we centrally manage it. I mean, we have the ability to separate that out. As you said, it's a pretty big system. So getting people to understand the way it's laid out is a big learning curve. It's the way things are linked together between groups and locations and the access that we do and we try to do that in an effective way so we're not processing data too much, we're keeping it down to an efficient way of managing access. And so you have to be careful about how they do that. And we also have control. So we're in direct contact with public safety, we're in direct contact with ResLife. We're in direct contact with the administration, as far as they know that we control the doors. So they can say, during COVID, they're like, shut it down. So we shut it down. Public safety, they have the ability to lock down a building, but they help us determine what our standard hours are, when things are open, and when they're not. And ResLife the same thing. And especially during COVID, they had a whole outbreak in a dorm, we limited the people in the dorm immediately, so it works really well.

Well, I love that everybody just knows that you're the go to, let's make this happen. And the great thing for you is you could do it remotely now too. Well, I love that OneCard has become really the go to when it comes to solving any problem on campus. So let's talk a little bit about what's the process to really kind of get these projects initiated.

So, we started out early, and we had some resistance from our facilities folks, because it was leaning into their area. And we've formed a real good partnership with them, and now, they're telling me, we want to put a card on this door because it's just so much easier. And that's just the mentality now. So it's a real partnership. And we've have established a rule that if students need to gain access, or multiple people need to gain access, then it's a carded door. We don't put regular hardware on, if it's going to be multiple use. So that's kind of how we look at it. We still have offices, if it's a single office, we still key it. We had one building when we were coming up, the music building, and they were a little concerned about card access at first, but now theyÕve said why didn't we card the whole building? Because it's just so easy. They can let students in, they can let piano tuners in, they can do all sorts of things, and we can track that activity. That's all over, like keeping your ear out and listening to issues and see if you could solve the problem with the system.

I think that's great. Well, so thinking about other institutions who are listening here today, and how they can really use their OneCard and expand it, you've laid out a great model of pretty much anything that you could possibly think about locking down or having control or visibility on, you can handle that. So any advice that you would give to other institutions looking to do something similar like this?

I guess, think outside the box for one thing, and then also just build good relationships and listen to people's issues and problems. And know your system, and understand that you can have an affect on that. I was listening to facilities saying that pump went again. And I'm like, well, why can't we put it up so that public safety calls you when that pump goes out? They just weren't thinking that because they're just not thinking in that term. And now it's like, Doug, we got a new pump, weÕve got to put it on the system, because now it's part of the system.

I bet. And when you have all that in a central system, also going back to the dining side, you're able to get really good data to help make decisions, right?

Absolutely. Yeah, we're using our data all the time. ResLife uses it for dorm capacity, dorm usage, see how many students that aren't residing there, or living there, are visiting there and that kind of thing. And then dining is always adjusting the meal hours based on when students are coming and not coming and they can see that in real time, too. So it's a real tool for everybody. Another thing dining uses it for, we're also integrated with your POS system. So the food service software is integrated with the POS. So when dining plugs in what they were getting on the POS then it updates the system, their food service software system.

ThatÕs great. I wonder are they looking at any tracking of what the popular food items are to have more of that?

That's the thing. That's the integration. So with that integrated into POS, they don't have to manually put that in, they can see their sales, and then they can see their popularity and things like that.

Wow, this is so amazing. And I tell you, Doug, it's been so nice talking to you about all of this and all the ideas. I know my brain is swirling, I'm sure everybody listening, their brains are swirling too. So thank you so much for sharing your innovative approach to campus security and really just being the key to campus success.

Thank you for having me.

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