Key Policy and Procedures

The intent of the Key Policy is to assure safety and security for all students, faculty, and staff. This policy governs the issuance, replacement, and surrender of metal keys for interior doors and selected building exterior doors. As such, the following policy and procedures are limited to metal keys issued by the College. The "Card Access Security System Policy" governs electronic access to exterior building doors and special facilities.
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