Greenup County Schools

45 Musketeer Drive, Greenup, KY 41144

Key and Lock Control

PURPOSE/SCOPE

These guidelines have been designed to establish uniform key and lock control procedures and management of keys and locks issued by the District.

These procedures apply to all locations and activities in the Greenup County Schools (GCS).

OBJECTIVES

In addition to establishing control key and lock control, the objectives of these procedures shall be as follows:

1. To minimize the number of keys issued to secure GCS property.

2. To deter theft of GCS property.

3. To complement the intrusion alarm systems installed in GCS buildings.

RESPONSIBILITIES

The Director of Maintenance shall be responsible to the Superintendent for key/lock controlled physical security on GCS facilities and for verifying that those facilities meet the minimum required physical security standards outlined by the GCS School Facilities Security Policy 05.5. Inherent in this responsibility is the establishment of accountability/control procedures for use by Principals.

Principals shall maintain a key/lock control system in accordance with the GCS School Facilities Security Policy 05.5 and are responsible for the key and lock control measures for their facilities and for proper utilization of intrusion alarms in their facilities.

KEY CUSTODIANS

The Director of Maintenance shall be considered the key custodian at the district level. The Key Custodian is responsible for issuing, receiving and maintaining accountability of keys/locks for office, classroom/gym or support functions.

KEY/CORE/LOCK ACCOUNTABILITY

All individuals issued personally retained keys shall return all District keys to the Director of Maintenance or the Building Principal prior to transferring to another facility or leaving the employment of the District. Upon receipt of a key under these circumstances, the Building Principal must forward the key to the Director of Maintenance for re-issue. Key return will be documented by the Maintenance Department on the GCS Key Agreement Form (05.5 AP.2). Failure to return keys will result in an applied fee.

Lost keys/cores shall be immediately reported to the Director of Maintenance.


REQUEST FOR ISSUE OF KEYS

Request for keys shall be placed on a Key Request Form (05.5 AP.21) with the name of the person the key is to be issued to and the reason for the issue. The Key Request form should then be forwarded to the Director of Maintenance for review and consideration. After positive consideration, the Director of Maintenance will issue the key to the Principal or the individual. If the Director of Maintenance denies issue, the individual requesting the key(s) may appeal to the Superintendent.

The Director of Maintenance shall issue the key(s) to the individual who will sign that they are receiving the key(s), understand the significance of the District’s key(s) in his/her possession and will reimburse the District in the event of loss or compromise of a key.

DUPLICATION OF KEYS

All keys shall be made by the Maintenance Department. Under no circumstances shall a key be duplicated without joint written authorization from the Director of Maintenance and the Superintendent.

COST OF RE-KEYING

A re-keying and core charge shall be assumed in all cases where negligence, carelessness or poor judgment resulted in a loss of a key or compromise of a lock. Not turning in keys upon leaving the employment of GCS shall be considered negligence. The charge for loss of an operating key shall be $50.00. The charge for loss of a master key shall be $150.00, which is well below cost of replacing cores and cylinders.

KEY CONTROL

Keys shall be issued to employees and receipted on a GCS Key Agreement Form (05.5 AP.2) The form shall be retained by the Maintenance department.

Keys/locks shall only be issued to authorized Greenup County Schools employees or Board of Education members. At no time will non-employees be given keys/locks without joint concurrent written permission of the Director of Maintenance and the Superintendent.

RECORDS

The GCS Key Agreement Forms and Key Request Forms shall be maintained in a Physical Security Notebook. A copy of this procedure shall also be maintained in the Physical Security Notebook. The Physical Security Notebook shall be secured in a designated place in the Maintenance Department.


Key Agreement Form

I have been issued a key for a school or building owned by the Greenup County Board of Education. I agree to the following conditions until this key is returned to the Maintenance Department of the Greenup County Board of Education.

(1) THIS KEY WILL NOT BE DUPLICATED

(2) THIS KEY WILL NOT BE LOANED OR TRANSFERRED

(3) I WILL REPORT LOST KEYS TO THE MAINTENANCE DEPARTMENT

I understand that appropriate action, including expenses for lost keys, may be taken if I fail to meet all the conditions of this agreement. I also understand that I will return this key when I leave the employ of the Greenup County Board of Education, or will return it on demand.

Employee: ______________________________________________

Title: ___________________________________________________

Location: ________________________________________________

Opens: __________________________________________________

Key Control Number – Core Number: __________________________

Date Issued: _____________________________________________

Employee Signature: _______________________________________

Date Key Returned: ________________________________________

Returned To: _____________________________________________

Returned By (Signature): ____________________________________


Maintenance Department 473-9229
Key Request Form

Date:

Name:

Title:

Location:

Key Request For:

Classroom Number:

If you need access to other doors on a regular basis, please explain location and reason for need:

1.

2.

3.

4.

Principal Signature Date

*Key Request Form will not be processed without Principal signature.

4

Relates to BOE policy “Security” 5.5 and procedure “Building Security” 5.5 AP.1