CIL
Administrative Memorandum No. 10-08
October 1, 1991
Revised: July 1998, August 2000, Jan. 2001
General Office Section
Key Policy
Purpose:To establish a policy and procedure for the disbursement and use of all the CIL’s office keys.
General
Information:The CIL established a policy for the disbursement and use of the office keys to the entrances, exits, fax/file rooms, and any other secure areas. All keys shall be labeled to distinguish their use and a copy/original kept in the Executive Directors office. All keys shall be imprinted with "DO NOT DUPLICATE". Keys shall be permanently assigned to employees. Keys may not be permanently assigned to groups using the CIL’s facilities. Selected volunteers may be permanently assigned a key to the area in which they work with prior approval from the Executive Director.
Procedure:Copying/Duplication of Keys
1.Any CIL locations who need their office re-keyed should contact the Executive Director for approval. When re-keying an office make sure to get enough copies for all staff, Executive Director, and a back-up copy labeled for its purpose for the CIL’s key box.
Disposal of Keys
1.The old keys that are no longer used should be labeled and sent back to ILC attention Administrative Assistant, who will then consult with the Executive Director for permission to destroy the keys. All old keys not in use must be labeled identifying their purpose.
Employees
1.Each employee shall be issued a key to the areas in which they work and allowed access. The employee shall accept full responsibility for the key(s) allocated to them by signing the key form.
2.An employee shall not loan his or her key to another person without the express permission of the Executive Director. If this permission is granted, the person receiving the loan of the key must complete the key form (See Attachment A) and accept the conditions listed below for groups/persons using the building after hours. When the key is returned and the form signed off, the person using the key is released from their committed responsibility.
3.If an employee loses a key while employed at the CIL, it shall be at the discretion of the Executive Director whether the employee will pay to have the offices re-keyed for the locks which the employee has keys.
4.At the termination of an employee, the key(s) are to be returned and the key form signed off.
Volunteers
1.Selected volunteers may be issued a key and will abide by the same responsibilities as a paid employee.
Groups/Person Using the Building After Hours
1.A request to use the building by any group/persons must be submitted to the Executive Director with a completed key form. A responsible member of the group must sign out for a key to the area being used before the date and time of the meeting.
2.By completing the key form, this person accepts the responsibility of returning the key on the following day to the office. Responsibility for the key is released when he or she returns the key and signs off the key form.
3.If a key is not returned, the person checking-out the key will be held financially responsible for re-keying the particular office lock(s) and the duplicating cost of all keys necessary.
______
Executive Director
ATTACHMENT A
CIL
Office Key Form
I, ______, accept responsibility for the keys noted below. I understand that should the key become lost that it is my responsibility to pay the cost to have the office re-keyed and the necessary keys duplicated for the CIL.
_____Employee_____ Volunteer
_____Group Leader - name ______
Date Taken: ______Number of Keys taken: ______
Name: ______
Address: ______
Telephone: ______
Description of Keys Taken: ______
______
Name of Group using the Facility, description of event, and date and time of event: ______
______
Office Use only
Date Returned: ______Number of Keys Returned: ______
Name: ______
Witness: ______