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Office
of the Provost
Faculty and Unclassified Staff Handbook
Chapter 6 -- Business Affairs: General Regulations, Services, and
Procedures
Key System Policy and Procedures
Introduction
The initial policy was adopted in 1994 and the institutional practices have changed within the last twelve years. This revised policy model represents the change of those institutional practices.
Several difficult issues dealing with increasing building security through increased key control, while allowing the greatest freedom of access to the buildings by authorized personnel, were addressed. Through this process, the following key policy is being proposed.
Purpose
To establish and implement an effective lock and key management policy; establish responsibility and accountability among key users; provide legitimate access to all university personnel; establish lock and key requests and issuance procedures; establish procedures for return of keys due to resignation, termination, retirement, etc.
Key definitions
Grand Master Keys (GMK) and Zone Master Keys (ZMK) are restricted to a selected few administrative personnel.
Building Master Keys (BMK) allow access to all assignable and non-assignable space within a single building; key being assigned to deans, building supervisors, and custodial supervisors.
Department Master Keys (DMK) allow access to limited subgroup areas within a single building; keys being assigned to department chairs (for areas within their own department.)
Mechanical/Custodial Master Key allows access to the mechanical rooms and custodial closets in buildings across campus. The keys are issued upon authorization by the directors of the Physical Plant, director of University Police or custodial supervisor. Access to mechanical and custodial rooms will be restricted to custodial and building maintenance & ground supervisory employees.
Change Keys allow access to a series of rooms, closets, etc., within a subgroup within a department in a single building, keys being issued only with proper authorization from the department chair or director.
Entrance Keys allow access to entrance doors to a specific building.
Temporary Keys allow construction personnel, outside maintenance personnel, etc., access to the area they are working when approved by the director of maintenance and construction or director of facilities planning.
Replacement Key is defined as any key to replace a lost, stolen, or broken/worn key.
Padlock Key must be authorized and a signature card signed.
(See www.fhsu.edu/policies/directory/key_system.doc for diagram proposing FHSU Key System explaining zones and levels of keying.)
Key records
A complete, official, computerized key record will be maintained on each key in the Lock Shop, located in the Center for Public Safety. Each department chair should also maintain a record of keys dispersed to their personnel. Key record printouts will be available to deans, department chairs, or directors for their areas.
Signature cards
Two (2) signatures are required for the issuance of a key: 1) Administrator’s approval, and 2) Keyholder's signature when key is picked up.
Keys to buildings, classrooms, offices, department storage closets, and padlocks will be issued by the Lock Shop only when a completed "KEY ISSUE AGREEMENT" card has been properly signed by all authorized parties. Cards are available at the Lock Shop.
One three-part "KEY ISSUE AGREEMENT" card is required for each key issued. The key card will be valid for key issuance for ten (10) days following the date it was originally authorized and signed. Expired cards are not valid for key issuance. A new key card must be completed, signed and dated.
NOTE: Signature stamps cannot be accepted as authorization signatures.
Keys are generally issued to individuals, and each individual assumes financial responsibility for lost keys.
Procedure for key issuance
The applicant who comes to pick up keys should present all completed copies (do not separate copies) of the three-part "KEY ISSUE AGREEMENT" card to the Lock Shop where the key will be issued. The Lock Shop will retain the buff colored card for its records; the applicant will retain the pink copy for their records: the white copy will be sent to the department.
A key will be issued only for the room(s) indicated on the card.
Grand master/zone master/building master key approval
Anyone requesting a Grand Master or Zone Master key must have the request approved by the Vice President for Administration and Finance.
Anyone requesting a Building Master key must have the request approved by the building supervisor and the Vice President for Administration and Finance. Key dispersals
Personnel needing Department Master keys will be permitted to have only one set. Department chairs and directors will set the number of individual and keyed-alike keys that may be issued to each of its personnel.
Retired faculty may be issued a key when approved by all of the following: vice president, dean and department chair.
Key loaning or transferring
To protect the integrity of assigned areas, no issued key may be loaned or transferred to anyone without first having a "KEY ISSUE AGREEMENT" card completed. Anyone found possessing a key not issued to them, as well as the person who the key was issued to, will be charged a $10 fine.
Duplicating keys
It is against the university key policy to have any FHSU key duplicated by anyone other than the FHSU Lock Shop.
It is illegal to duplicate the ASSA key because of its copyrighted design. To duplicate it, by whatever means, may result in a lawsuit initiated by ASSA Inc. against individuals or companies involved in the duplication.
Broken/worn keys
Broken/worn keys must be brought to the Lock Shop in person. Replacement of broken/worn keys will be at no cost. If a department wants to replace a broken/worn key, it should send a pick-up person with a completed "KEY REPLACEMENT REQUEST" card for the key to be replaced. The new key will be stamped exactly like the broken/worn key.
Lost/stolen keys
Lost/stolen keys must be reported to the University Police, who will complete a Lost Key Report and send a copy of this report to the Lock Shop and the college/department representative. Replacement keys will not be issued without a copy of this report.
In order to have a lost/stolen key replaced, a "REPLACEMENT KEY REQUEST" card must be completed.
A $10 charge will apply for those individuals who are charged a replacement fee for a lost key.
Found keys
Any found key must be returned to the Lock Shop.
Returning keys
When a key is returned to the Lock Shop, the buff card matching the key number will be pulled from the files and sent to the department that issued that key. The department in turn should pull its copy of the "KEY ISSUE AGREEMENT" card, which will help keep the status of returned keys, updated at the department level. Before transferring to another department or leaving the University, personnel must return all FHSU keys issued to them to the Lock Shop.
It is the responsibility of each person to ensure that each key issued is returned to the Lock Shop. Before transferring to another department or leaving the University, personnel must return to the lock shop all FHSU keys issued to them. The Lock Shop will issue a receipt acknowledging the return.
The Personnel Department is responsible for conducting an exit interview and they will advise employees to return any FHSU key to the Lock Shop.
*[Faculty and staff failing to return keys before transferring to another department or leaving the University will be assessed a fee.]
Students failing to return keys before transferring to another department or leaving the University will have a hold placed on re-enrollment, transcripts, or assessed a fee.
Contractors, outside maintenance personnel, etc. must have proper authorization and sign a "KEY ISSUE AGREEMENT" card. Failure to return keys at the completion of the project may result in a hold being placed on the project’s final payment or deposit.
Key inventory lists
Once a year, an "ANNUAL KEY INVENTORY REPORT" will be sent to each department, which is a summary of all key activity for the year. Department chairs and directors are responsible for reviewing the accuracy of this report. Discrepancies should be reported to the Lock Shop within 30 days. An addendum report will be prepared and sent to the department to ensure that the changes have been accurately entered into the computer system. Since each person or department is financially responsible for all keys issued, accurate information is of vital importance. The “ANNUAL KEY INVENTORY REPORT” will be included with the department inventories sent out by the Budget & Planning Office to be completed and returned with the department inventory sheet.
After hour access
Each University building will have one assigned door
for entrance after hours. The remaining perimeter doors will be
opened and closed according to building hours.
Equipment/custodial rooms
Access to equipment and custodial rooms will be restricted.
Padlocks
Only University padlocks will be allowed on doors,
gates and fencing. (Does not include personal lockers, cabinets,
desk, etc.)
Approved by Cabinet (04-94).
Revised version adopted by President's Cabinet (01-31-07).
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