Policy and Procedures
Policy Title: Key Control Code: GC
Issuer: President
Approved By: Administrative Council Date: 7/18/90
Rev. 1/94
Rev. 4/12/94
Published In: Student Handbook
Policy Handbook
Policy
In keeping with the institutional mission, the purpose of the key control policy is to limit keyed access to college facilities to only those individuals having a demonstrable need for such access.
Authority
The college administrative council establishes the policy governing key control on campus.
Jurisdiction
All faculty, staff, students and contract service personnel are regulated by this policy.
Responsibility
The director of security is responsible for key control to include key issuance, records management and auditing for all campus buildings except residence halls.
Faculty, staff and contract service personnel are issued keys to facilitate easy access to designated areas for the purpose of conducting college business and are responsible for the keys issued.
The director of residence life is responsible for key control in the residence halls. All requests for residence hall keys are made through that department.
Resident students are responsible for a front door key, individual suite key and a mailbox key.
Regulations
1. Keys issued to individuals remain the property of the college.
2. Keys are not to be duplicated by anyone outside the college.
3. Keys are not to be loaned or passed on to others.
4. Loss of college keys is reported to the security department.
5. Loss of residence hall keys is reported to the director of residence life.
6. Individuals no longer employed with the college or contracted services turn over all keys to the director of security.
7. Employees who change positions turn over any keys not needed in their new position to the director of security.
8. Resident students moving out turn over all keys to the director of residence life.
9. Fees are assessed for lost keys.
10. Individuals with exterior door keys inform the security department upon entry into a locked building for safety reasons.
Failure to comply with the regulations may result in disciplinary action.
College Key System
Grandmaster Key - Operates all locks on the campus. Are available to campus security and Facilities Management administrators.
Master Key - Operates all locks on east and west campus. Are available to Facilities Management staff on a daily basis as needed. Keys are issued to Facilities Management staff by Facilities Management administrators.
Sub-Master Key - Operates all locks within one building. Are available to Facilities Management staff on a daily basis as needed. Keys are issued to Facilities Management staff by Facilities Management administrators.
Sub-Sub-Master - Operates one group of locks within a
Key building. Are available with approval of the dean or college officer to those with department or area level responsibility.
Exterior Doors - Are available only at the discretion of the college officer based on department or area level responsibility.
Individual - Are available to college personnel
Office Key upon authorization of the director or department chairperson.
Individual - Are available to college personnel
Room Key upon authorization of the college officer to those with department or area level responsibility.
Desks and - Are available to college personnel
Cabinets upon authorization of the director or department chairperson.
Key Issuance
The following procedures shall be used to obtain a college key.
1. A key request form is obtained from the security department and completed.
2. The form is submitted to the appropriate authority for approval and sent to the director of security.
3. Upon completion of the request, the director of security contacts the individual.
4. The individual picks up the keys at the security office and signs the key control card.
Records Management
The director of security cooperates with the vice president for business affairs in identifying a master key system for campus buildings. The director of security maintains the following records:
1. An inventory of all doors, desks, cabinets, gates or padlocks and the corresponding key.
2. A schematic layout from the grandmaster to the individual key for all buildings.
3. Completed key request and key control cards.
Key Audit
The security department shall conduct periodic inventories of all keys to insure the accuracy of records. Individuals are responsible for the keys signed for on the key control card and shall produce the keys upon request. Keys that are no longer used shall be turned over to the security department.
Return of Keys
Individuals no longer employed by the college or contracted services who do not return all college keys to the director of security will have financial responsibility for these items (key, lock, installation costs).
Communication of Policy
The key control policy shall be communicated to students by the student handbook and director of residence life. The policy shall be communicated to staff through the director of human resources.