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TERMS A. All Campus keys issued are the property of the College
and must be returned upon completion of service.
B. The College Lock Shop is responsible for performing all work
pertaining to lock cylinders, rekeying, cleaning, cutting, issuing,
maintaining records and ordering supplies.
C. All keys are issued exclusively by the Lock Shop.
D. No door locks are to be installed unless they are College owned/issued
by the Lock Shop.
E. No employee or student is permitted to duplicate campus keys.
Transferring permanent issue keys is strictly prohibited.
F. The Department Chair, or Unit Supervisor, AND
Building Administrators
will be responsible for initial authorization of the issuance of User
keys and Group keys to employees in accordance with established
guidelines. All other key requests will require further authorization
pursuant to Procedures, Section I.1.B. After all necessary approvals have
been received, the Director of Physical Plant or designee will process
key requests.
G. Residence Life and Housing will be responsible for initial
authorization and the issuance of keys to students living in residence
halls. Students living in residence halls are authorized one room key and
one mailbox key.
H. Employees and Students to whom keys have been issued are responsible
for:
Signing for the key
Overall responsibility for security of keys issued
Reporting loss or theft of keys to University Police at ext. 3550
Return of keys when leaving College
Return of keys by students approved and issued keys to individual rooms
in academic buildings
Return of keys at the request of the appropriate College official
I. The Key Policy Advisory Board is advisory to the President's Cabinet.
They oversee and make recommendations on all aspects of the Key Policy
and are the final authority on disputes regarding issuance of metal keys.
DEFINITIONS
1. User Key - Key that opens personal office or single door
2. Group Key - Key that opens a small group of rooms in one building (all
doors are keyed the same way)
3. Metal Building Entrance Key - Key that allows admittance to the
interior of a building from outside only
4. Sub-Master Key - Key that opens a large number of doors within a
single building.
5. Master Key - Key that opens all doors in a single building except for
isolated rooms or doors for security reasons
6. Grand Master Key - Key that opens all doors to several buildings with
isolated exceptions.
PROCEDURES
I. KEY REQUEST AND ISSUANCE
1. EMPLOYEES AND STUDENTS IN ACADEMIC BUILDINGS
A. User keys and Group keys are issued to faculty/staff upon
completion of a work request form. The form must have the signature of
the appropriate Department Chair, or Unit Supervisor (if applicable) AND
Building Administrator. The completed request is sent to the Physical
Plant Office for further processing.
B. Metal building entrance keys are issued only to persons who routinely
work before or after normal building hours in buildings requiring metal
keys for exterior door access. Metal building entrance keys will NOT be
used for any academic building that has electronic access through card
access.
The issuance of metal building entrance keys, masters, sub-masters and
grandmaster keys for any building requires specific, additional
justification and will necessitate a higher threshold of responsibility
and accountability. In addition to the Department Chair, or Unit
Supervisor, AND Building Administrator the appropriate Vice President, or
designee, will review these requests for approval prior to issuance.
Issuance of these types of keys will be subject to audit on a periodic
basis and may, in the instance of issuing the key to a department,
require the purchase of a lock box.
C. Students may be issued metal User keys to individual rooms in academic
buildings, via a properly completed work request form, with the approval
of the appropriate Department Chair, or Unit Supervisor, AND
Building
Administrator.
D. Issuance of any other types of keys to students will require specific,
additional justification and will necessitate a higher threshold of
responsibility and accountability. In addition to the Department Chair,
or Unit Supervisor, AND Building Administrator, the appropriate Vice
President, or designee, will review these requests for approval prior to
issuance. Issuance of these types of keys will be subject to audit on a
periodic basis.
E. The Key Policy Advisory Board will be the final authority on disputes
regarding issuance of all keys.
F. When requesting a replacement key (e.g., broken key), the original key
must be turned in to the Lock Shop. If lost, a report must be filed with
University Police before a new key request is honored.
G. Typically, keys are to be picked up at the Physical Plant Office.
2. STUDENTS IN RESIDENCE HALLS
Residence Life and Housing will be responsible for initial authorization
and the issuance of keys to students living in residence halls. Students
living in residence halls are authorized one room key and one mailbox
key.
II. KEY RETURN
1. EMPLOYEES AND STUDENTS IN ACADEMIC BUILDINGS
A. All keys must be returned to the Physical Plant Office when an
employee leaves College employ. An Exit Procedures form signed by the
supervisor, or the appropriate designee of the department or unit, must
be turned in to the Office of Human Resources before the last day of
employment. Forms are available at the Office of Human Resources.
B. All keys issued to students for academic buildings must be returned to
the appropriate Department Chair, Unit Supervisor,
Building Administrator
or the prior to the end of each semester. If keys are not returned, a
hold will be placed on the student's records.
2. STUDENTS/RESIDENCE HALLS
A. At occupancy termination or change, students must surrender key(s)
to the Director of Residence Life or the Residence Hall Director.
III. LOST OR IRRETRIEVABLE KEYS
Lost keys are to be reported immediately to University Police at ext.
3550. A lost/stolen key report will be completed.
1. EMPLOYEES
A. When the lost/stolen key report is returned to the Lock Shop, a
re-key check list will be initiated and the Key Policy Advisory Board
will meet to determine if re-keying is necessary If re-keying is deemed
necessary, the following will occur using the appropriate cost according
to the fee schedule (See Attachment 1).
1. If the key(s) were issued to a DEPARTMENT, the department involved
will be notified of the approximate amount to be assessed to their
department prior to the re-keying.
2. If the key(s) were issued to an INDIVIDUAL EMPLOYEE, the individual
involved will be notified of the approximate amount to be charged prior
to the re-keying.
B. If re-keying is not deemed necessary by the Key Police Advisory
Board, then the department or individual employee will be assessed the
per key replacement fee following standard College policy. Fees are to be
reevaluated by the Key Policy Advisory Board, as needed.
2. STUDENTS
A. In the event lost keys are found, they must be returned to
University Police immediately. If a key is lost, the lock will be changed
and the student will be assessed the appropriate cost according to the
fee schedule. Fees are to be reevaluated by the Director of Residence
Life and Housing, in consultation with the Key Policy Advisory Board, as
needed. The Director of Residence Life and Housing will determine if and
when a lockset change is necessary and whether the student will be
assessed the cost. Failure to pay an assessment will result in a hold
being placed on the student's records.
IV. KEY POLICY ADVISORY BOARD
The Key Policy Advisory Board is advisory to the President's Cabinet (See
Attachment 2 ). They function, in cooperation with the Director of
University Police and the Director of Physical Plant, to meet as
necessary to develop, approve, and review key forms; to decide when
re-keying is needed; to review Lock Shop policies; to review the Key
Policy; to develop and recommend a fee schedule; and is the final
authority on disputes regarding issuance of metal keys.
A. The Key Policy Advisory Board consists of:
Designee as appointed by the Vice President for Finance & Administration
Designee as appointed by the Vice President for Student Development
Designee as appointed by the Vice President for Academic Affairs
The Director of University Police and the Director of Physical Plant
serve as ex-officio members (non-voting).
The Key Policy Advisory Board will use the re-keying guidelines (See
Attachment 1) when considering the need for re-keying campus facilities
or spaces.
Revised: 07/29/02
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