Keys and Locks
1.0Introduction
The physical safety of students, faculty and staff, along with the security of Institute and personal property, require strict adherence to the following policies and procedures by the entire Institute community. Facilities Management Services (FMS) is responsible for carrying out these policies and procedures.
2.0Responsibility
2.1Although FMS is responsible for carrying out these policies and procedures, ultimate responsibility for their enforcement rests with the Deans and Vice-Presidents.
2.2Deans and Vice-Presidents may appoint a Key Control Coordinator[1] (KCC) to represent them. KCPS must be your College’s Facility Manager orat the Associate Department Chair/Manager level (or higher).
2.3Each KCC will have the following duties for the areas occupied by their colleges or departments:
2.3.1Maintaining accurate records of keys issued to employees within the department, college or area of responsibility.
2.3.2Authorizing and communicating all lock changes and key requests to FMS.
2.3.3Communicating any changes to FMS regarding previously issued keys (e.g. newly hired staff member given key of retiring staff member).
2.3.4Ensuring that to the degree practical, only a minimal number of individuals are issued keys to any spaces for which they are responsible.
2.3.5Ensuring that those individuals for whom keys are authorized, receive a key of the lowest control level possible to meet their needs.
2.3.6Conducting an annual key audit to verify the accuracy of their key records.
2.3.7Reporting any discrepancies to FMS.
3.0Control and Security
3.1All keys, locks, and access systems are the property of the Institute.
3.2FMS is the only authorized department to specify and install locking devices and/or access systems.
3.3All campus buildings will be keyed to a grand master key.Public Safety (PS) will be the only department authorized to maintain a grand master key.
3.4Each campus building will have all spaces within that building keyed to a building master key. Only Deans and Vice Presidents, or their specifically designated KCC, will be issued building master keys and only for the buildings they occupy. All requests for building master keys must also be approved by PS.
3.5Requests for spaces within a building to be keyed “off master” will only be considered if there are compelling reasons (i.e. so stipulated in a grant) and must be submitted to and approved by PS,
3.6Spaces within a building occupied by the same department may be keyed to a sub-master key. Only Deans and Vice-Presidents or their specifically designated KCC may authorize the use ofa sub-master system and designate issuance of sub-master keys. All requests for sub-master keys must also be approved by PS.
3.7Keys should be issued sparingly on a need to have (not a convenience) basis. Sub-master and master keys should be issued even more sparingly.
3.8FMS will only issue keys to permanent employees. When extenuating circumstances dictate, KCPS may provide keys (issued to them) to student employees or consultants, however, any such keys should be at the lowest control level possible to meet their needs and shall remain the responsibility of the KCC.
3.9Keys should never be left unattended. If not carried, keys should be secured behind two locks (e.g. inside a locked file inside a locked office). PS should be consulted for recommendations if master or sub-master keys are not to be personally carried but rather permanently left in a locked cabinet.
3.10Lost or stolen keys, or keys not returned by a retiring or terminated employee should be reported immediately both to PS and FMS.
4.0Key and Lock Requests
4.1Requests must be made through the FMS web site Requests made verbally or by e-mail, fax, or written memo can not be honored.
4.2Requests must be authorized by the Dean, Vice-President, or KCC occupying the space.
4.3FMS will distribute all keys through the KCC.
5.0Key Return
5.1Broken or damaged keys should be returned to FMS; replacement keys will be issued at no charge.
5.2Departments vacating space must return all keys to that space to FMS.
5.3Unidentified keys should be returned to FMS.
F:\Policies & Procedures\Lock Shop\Keys Policy.doc1 of 1Rev. 05/25/06
[1]Deans and Vice-Presidents may appoint more than one KCC, however, no more than one per Department.