Colby-Sawyer College shall maintain a locking system for the protection of its community members, facilities and property and to safeguard information in accordance with security policies and procedures.
GENERAL
I. SCOPE
A. These instructions shall apply to all College operations.
Departments may, where local conditions require, use separate locking systems, provided such separate locking systems are established and/or approved by the Department of Campus Safety.
II. DEFINITIONS
A. Cognizant Supervisor
A student or employee's authorizing party, that is the individual authorizing issuance of keys to the requesting party.
B. Employee
An individual who at the time of the key request is actively listed on the Colby-Sawyer College payroll or individuals who have been contracted by the college. This is to include personnel in the following categories: regular full-time, adjunct, regular part-time, temporary, and contract.
Personnel not in the previously mentioned categories but requiring a special need to be assigned keys as deemed necessary by the affected departmental authorizing party.
C. Locking Systems
The College locking system shall include all locking devices, including combination locking devices, used by the College for the protection of personnel, buildings, property, and information.
D. Master Key
A key which controls multiple perimeter and interior doors in multiple facilities.
E. Receipt and Responsibility Form (RRF) A key requisition form which when completed by the requester and signed by the cognizant supervisor authorizes the manufacture and distribution of applicable key(s).
F. Student
An individual who at the time of the key request is included on the official roster, and is attending classes with full or part-time status at Colby-Sawyer College.
G. Sub-master Key
A key which controls multiple perimeter and interior doors in a specific facility.
III. LOCKING SYSTEM COMPONENTS
A. Exterior Door Key System
This system shall control all exterior perimeter doors and shall be independent of any other College locking system.
B. Interior Area Lock and Key System
This system shall control all interior locks within individual, specific, physical areas or buildings.
C. Combination Locking Devices
These include combination locks built into a safe or safe-file, and portable combination padlocks.
D. Other Locking Devices
These devices include all other locking devices such as desk, bench drawer, file cabinet, electric or electronic locks, and padlocks furnished by the College or used with the specific approval of the Director of Campus Safety.
IV. ADMINISTRATION OF LOCKING SYSTEM
The Department of Campus Safety shall administer the operation of the College locking system.
PROCEDURE
V. CONTROL OF LOCKING DEVICES
A. The Department of Campus Safety shall control all locking devices.
The Department of Campus Safety shall be responsible for the issuance, installation, repair, and recovery of all locking devices.
The Facilities Director shall notify the Director of Campus Safety in advance of any building construction, occupancy, or area relocation which would involve the installation, alteration, or repair of locking devices.
VI. POSSESSION OF LOCKING DEVICES
A. Employees/Students may be issued locking devices, subject to the approval limitations set forth in the SUMMARY OF APPROVALS (sec. I.) to this instruction.
VII. CONTROL OF KEYS
- Possession of College Keys
Issuance of College keys to employees/students is subject to approval limitations set forth in the SUMMARY OF APPROVALS (sec. III.,IV.)to this instruction, and requires execution of an RRF by employees/students to whom such keys are issued.
- Master keys:
Shall not be removed from College premises unless prior written approval has been granted by the Director of Campus Safety.
Shall be returned each day at the conclusion of the borrower's work shift unless prior written approval for longer period of retention has been granted by the Director of Campus Safety.
- Supervisors should maintain duplicate keys to desks, file cabinets, shop benches, supply cabinets, and similar common office or shop equipment within their cognizance.
B. Duplication of College Keys
The duplication of College keys by any individual other than a College locksmith is prohibited unless authorized in advance by the Director of Campus Safety.
C. Lost Keys
The loss or suspected loss of any area sub-master or master key is to be reported to the Director of Campus Safety immediately. The loss of other keys should be reported to the employee's applicable authorizing party or Residential Education staff person who is to advise the Department of Campus Safety of such a loss. Issuance of replacements for lost keys is subject to approval limitations set forth in the SUMMARY OF APPROVALS (sec. V.) to this instruction.
D. Disposition of Keys upon Transfer or Departure
Keys assigned to the College's students, employees, and its subsidiaries, which include door keys, masters and sub-masters, will be returned to the College in accordance with the SUMMARY OF APPROVALS (sec. VI.) with no exception.
- Other keys, such as keys to desks, file cabinets, shop benches, supply cabinets, and similar common office or shop equipment within the cognizance of an employee's immediate supervisor are to be given to the supervisor, who shall properly record and retain them for the issuance, as required.
VIII. CONTROL OF COMBINATIONS TO COMBINATION LOCKING DEVICES
A. Original Setting of Combinations
Department of Campus Safety shall retain record of the combination for each such locking device and provide cognizant supervisor with the combination.
B. Changes in Setting of Combination Locking Devices
Combinations will be changed by the Department of Campus Safety at the request of the cognizant supervisor, or at any time the Director of Campus Safety considers the change of combination warranted.
Cognizant supervisor is to request that the setting of a combination locking device be changed if any of the following conditions arise:
a. The existing combination is lost or compromised.
b. A locking device, including safes and safe-files, is transferred from one responsibility to another.
c. An employee or student having knowledge of a combination transfers, terminates, or moves from an assigned room or area.
d. One academic year has passed since the combination was last changed.
- In the case of employees, cognizant supervisor will maintain a record of the dates on which combinations are changed. The Department of Campus Safety will change the combinations in all residence halls at the completion of each academic year.
C. Possession of Combination Locking Devices
Cognizant supervisor shall assure that knowledge of combinations is limited to the fewest number of persons consistent with efficient operation.
IX. USE OF LOCKING DEVICES
Colby-Sawyer College locking devices must be used for the protection of College property unless the use of individually-owned locking devices has been specifically authorized in advance by the Director of Campus Safety.
Use of personal locking devices for individually assigned storage lockers including areas of the Hogan Sports Center is authorized.
X. LOCKSMITH SERVICE
A. Requests for repair of locks are to be submitted via RRF to the Department of Campus Safety by cognizant supervisor.
B. The Department of Campus Safety will provide emergency locksmith service upon request. Such requests may be made by telephone, but the call must be followed up with the appropriate RRF.
SUMMARY OF APPROVALS
I. Authorization of Keys
A. Authorization for issuance of a key must be signed by the appropriate Dean or Vice President. Keys are to be authorized only to employees/students who, because of their responsibilities and/or housing requirements, have a heavy and continuous need to gain access to a building, room, or area during the time the building is normally locked.
B. Employee Authorization Procedure
Requester will complete and sign the RRF including the required authorization signature.
Requester will forward the completed form to the Department of Campus Safety.
C. Student Authorization Procedure
The Department of Residential Education will provide the Department of Campus Safety with a list of room assignments prior to June first of each year.
II. Key Production
A. Upon receipt of the RRF, Campus Safety will authorize the locksmith to produce the appropriate key(s) and indicated under the Description of Key section the number of the key and all other pertinent information as requested on the form.
B. Keys that are not part of the Best system will be stamped Do Not Duplicate.
III. Distribution of Keys
A. Employee distribution of keys (reference SA sec. I, B; SA sec.VI, A).
Requester will forward the completed RRF to the Department of Campus Safety.
Campus Safety will request the production of the requested key through the college locksmith using the employee copy of the RRF.
College locksmith produces requested key and forwards the key and RRF to Campus Safety.
Campus Safety contacts the requester and informs them of request status.
Requester receives key and personal copy of RRF at Campus Safety Office,James House .
B. Students distribution of keys (reference SA sec. I, C; SA sec. VI, B).
Campus Safety will initiate a general Key Requisition Work Order for lock changes and key assignments.
Campus Safety will record all key assignments and generate an RRF for each student.
Campus Safety will forward to Residential Education the packaged keys with the RRF assigned to each resident student.
Residential Education will issue keys and obtain signatures using their regular student check-in procedures.
Completed forms will be returned to the Campus Safety office for general distribution.
C. Receipt and Responsibility Form (RRF)
- Copies are to be distributed as follows:
original - to be retained by the employee/student
second copy - to be retained by the Campus Safety Office
third copy - forwarded by the Campus Safety Office to the appropriate department head /resident director
fourth copy - employee RRF forwarded to the Human Resource or Academic Vice President's office by the Campus Safety office, for use in the exit interview process. Student RRF forwarded to Residential Education.
IV. File Control of Keys
A. The Department of Campus Safety will be responsible for the control and issuing of all keys to employees and will maintain a current filing system for all keys issued.
The file to be maintained for each employee/student will consist of a signed copy of the RRF.
V. Replacement of Keys
A. Anyone assigned a key accepts full responsibility for the safeguarding of that key against loss by carelessness or theft. In the event that a key is lost, replacement must be requested through the original authorizing party. If the original authorizing party is satisfied that the key should be replaced, he/she will issue an RRF. Any/all costs associated with the replacement of keys and locking devices will be billed to the original authorizing party.
B. Employee Replacement Procedure
Requester will complete and sign the RRF and will obtain the required original authorizing party signature.
Requester will forward the completed RRF to the Department of Campus Safety.
Campus Safety will request the production of the requested key or combination change through the college locksmith using the employee copy of the RRF.
College locksmith will fulfill request and forward the key (where applicable) and RRF to Campus Safety.
Campus Safety will contact the requester and inform them of request status.
Requester will receive key and personal copy of RRF at Campus Safety office, James House.
Campus Safety will forward applicable billing information to the Finance Department which will apply all associated charges to the department to which the employee is assigned.
C. Student Replacement Procedure
Student will complete and sign the RRF and will obtain the Resident Director's signature.
Student will forward the completed RRF to the Department of Campus Safety.
Campus Safety will request the production of the requested key or combination change through the college locksmith using the student copy of the RRF.
College locksmith will fulfill request and forward the key (where applicable) and RRF to Campus Safety.
Campus Safety will contact the requester and informs them of request status.
Requester will receive key and personal copy of RRF at Campus Safety office, James House.
Campus Safety will forward all applicable charges to the college Finance Department to be applied to the student account.
VI. Return of Keys
Staff Employees' Return Procedure
Employees who have been issued keys and leave college employment will turn over any/all keys to the Human Resource Office by means of the exit interview. If, for any reason, an exit interview is not conducted, the employee will return all keys to the original authorizing party, who will in turn forward them to Campus Safety.
After each exit interview Human Resources will forward any applicable keys and/or RRF(s) to Campus Safety.
The file copy of the employee's RRF will be signed by the Campus Safety representative acknowledging the return of the keys. This copy will then be returned to the Human Resource Office by Campus Safety to be returned to the employee's file as a record of the return.
Faculty Employees' Return Procedure
Faculty who have been issued keys and leave college employment will turn over any/all keys to their Department Chairperson prior to their departure. Adjunct faculty are required to return all keys to the Department Chairperson each semester by the end of the final examination period. At the Department Chairperson's discretion, adjunct faculty may be allowed to retain keys at the end of the fall semester if they have been hired to teach in the following spring semester.
Upon receiving the key, the Department Chairperson will forward any applicable keys and/or RRF(s) to Campus Safety.
The file copy of the employee's RRF will be signed by the Campus Safety representative acknowledging the return of the keys. This copy will then be returned to the Department Chairperson as a record of the return.
Student Return Procedure
A. Students leaving the college prior to the end of the academic year.
- Keys will be returned to Campus Safety prior to final departure.
- Charges related to lock replacement for any/all keys not returned to Campus Safety prior to student's final clearance will be forwarded by Campus Safety to Finance for appropriate billing.
B. Students leaving the college at the end of the academic year.
- Keys will be returned to Resident Director during clearance process.
- Resident Director will sign student copy and return same to student for his/her records.
- Resident Director will attach keys to signed copy of RRF verifying receipt of the keys and will forward form and keys to Campus Safety.
VII. Access to Buildings Without Keys
Any employee/student whose work responsibility requires him/her to enter a college building at a time when that building is locked may gain access to that building by contacting the Campus Safety Department.
- Requesters are required to show positive identification if they are unknown to the responding officer.
- Upon personnel verification, the duty officer will gain access to the appropriate building.
- The duty officer will maintain a log indicating the name of the employee, the date, and the time.
- Students requesting access to areas after regular business hours must be listed on a pre-approved access control roster.
Employees responsible for these areas must forward an updated list to Campus Safety at the beginning of each semester.
