KEY CONTROL POLICY
Purpose And
Scope
Locking
System Defined
Administration of the Locking System
Control of Locking Devices
Key Authorization and Eligibility
Obtaining a Key
Key Request Form
Return of Keys
Duplication of Keys
Lost Keys
Inventory
1.0 PURPOSE AND SCOPE
1.01 The Graduate Center (GC) shall maintain
a locking system for the protection of students, staff, faculty,
facilities and property while attempting to responsibly balance the
sometimes opposing concepts of security and convenience. This policy
establishes a framework by which GC keys will be issued monitored and
maintained.
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2.0 LOCKING SYSTEM DEFINED
2.01 The GC locking system shall include all
locking devices including exterior gate and door locks, interior area
locks and keys, combination devices and all other locking devices
including padlocks and electronic card access devices. All of the above
locking system components are property of the GC.
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3.0 ADMINISTRATION OF THE LOCKING SYSTEM
3.01 The Vice President for Finance and Administration is authorized to
establish and administer regulations and procedures in order to provide
physical security of GC facilities and its occupants, and to provide for
administration and control of campus keys. The administration of key
control shall be delegated to the Office of Security and Public Safety.
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4.0 CONTROL OF LOCKING DEVICES
4.01 The Office of Security and Public Safety shall be responsible for
the maintenance of key control including the issuing of keys, key control
record keeping and lock change authorizations.
4.02 No individual may use personal locking devices, nor may locks be
changed or re-keyed without approval of the Director of Security & Public
Safety.
4.03 Unauthorized locking devices will be removed. Any damage or repair
necessitated by the removal of unauthorized locks will be the
responsibility of the department found in violation of this policy.
4.04 Keys to GC owned cabinets, lockers, desks, drawers, etc. are not
covered under this policy. Keys shall be furnished upon request when
available; but the issuance, control and recovery shall be the
responsibility of the academic or administrative department head.
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5.0 KEY AUTHORIZATION AND ELIGIBILITY
5.01 Executive Officers, Department Heads, Officers of the College or
their specific designees shall be the only personnel authorized to request
keys or lock changes within their respective departments. Departmental
designees shall
have their authority delegated in writing, on GC stationary, with the
department head’s original signature. Copies or stamped signatures will
not be accepted. Department heads are requested to carefully consider all
requests for keys so
that the protection and security of GC facilities and property are
maintained.
5.02 In no case shall the issuance of keys be authorized by the same
person to whom the keys are to be issued.
5.03 Building entrance keys may be issued to full-time GC employees only
if the employee’s job responsibility requires such assignment as approved
by the Vice President for Finance and Administration.
5.04 Master keys will be issued to employees having a continuing need for
the key(s) only upon the appropriate justification and the approval of the
Vice President for Finance and Administration. Individuals accepting
custody of a master key will sign a statement acknowledging their
responsibility for their care, use and return upon retirement, change of
title, resignation or separation from the college.
5.05 GC keys will not be issued to students except upon approval of the
Executive Officers, Provost or Vice Presidents. Individual departments
will be responsible for allowing student access to their space.
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6.0 OBTAINING A KEY
6.01 Department Head or designee will fill out and sign a
Key Request Form
available in the Office of Security and Public Safety.
6.02 The Office of Security and Public Safety will verify the requestor’s
authority over the area. Signatures will be verified from a signature
verification list.
6.03 All keys shall be picked up and signed for by the individual named on
the Key Request Form at the Office of Security and Public Safety. A GC
identification card must be presented when receiving the key.
6.04 No person shall be issued multiple keys for the same area.
6.05 Recipients of GC keys will be responsible for their safekeeping and
at no time should leave them unattended (i.e., hanging in a door lock,
lying on a desk, etc.).
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7.0 RETURN OF KEYS
7.01 All keys, including access cards for electronic locks and
elevators, shall be surrendered to the Office of Security and Public
Safety upon termination of employment, transfer to another department, or
upon the request of the department head or Vice President for Finance and
Administration.
7.02 Keys shall not be exchanged between individuals.
7.03 Final paychecks may be held by Human Resources or Payroll until
documentation is presented that keys have been returned.
7.04 Student employees who are issued keys
must follow all college key policies.
7.05 Failure to return keys, issued to students (non-employee status),
will be referred to the Office of the Vice President for Student Affairs.
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8.0 DUPLICATION OF KEYS
8.01 The duplication of keys by anyone other
than the GC locksmith is prohibited unless authorized by the Director of
Security and Public Safety.
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9.0 LOST KEYS
9.01 The loss or suspected loss of any keys
is to be reported to The Office of Security and Public Safety immediately.
The cost of a replacement key shall be $5.00 per key.
9.02 The loss or suspected loss of a floor master key is to be reported to
the Office of Security and Public Safety immediately. The cost of a
replacement key shall be
$20 per key.
9.03 The cost for each lock that is re-keyed in order to restore security
shall be $40.00. An individual key may unlock more than one door.
9.04 The Office of Security and Public Safety shall investigate each
incident of lost keys and may authorize lock changes needed because of a
breach of security.
9.05 Charges for replacement keys, master keys, new locks and hardware may
be appealed to the Vice President for Finance and Administration or the
Provost who will consider the circumstances of each incident. Refunds for
waivers granted will be issued after the review process has been
completed.
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10.0 INVENTORY
10.01 An annual inventory of active keys
will be conducted. Once a year, each department will be
provided a list of
individuals and their assigned keys. Each department will be required to
certify the accuracy of the list. Any discrepancy shall be explained for
inventory adjustment.
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