keys / access requests

Table of Contents:

I. Authorization of Keys
A. Authorization To Issue A Key
B. Employee Authorization Procedure
C. Student Authorization Procedure

II. Key Production
A. Production of Keys
B. Best System Keys

III. Distribution of Keys
A. Employee Distribution of Keys
B. Student Distribution of Keys
C. Receipt and Responsibility Form (RRF)

IV. File Control of Keys
A. Control and Issuing of All Keys

V. Replacement Keys
A. Assigned Keys
B. Employees
C. Students

VI. Returned Keys
A. Staff Employee Return Procedure
B. Faculty
C. Students

VII. Access to Buildings Without Keys
Requirements and Procedures


I.Authorization of Keys
A. Authorization To Issue A Key
Authorization for issuance of a key must be signed by the appropriate Dean or Vice President or their representative. 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.

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B. Employee Authorization Procedure
1. Requester will complete and sign the RRF including the required authorization signature.

2. Requester will forward the completed form to the Department of Campus Safety.

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C.Student Authorization Procedure
1.The Department of Residential Education will provide the Department of Campus Safety with a list of student room assignments prior to June first of each year. Keys will be distributed with key agreements and these will be forwarded to Residential Education for signatures and distribution prior to students arrival on campus.

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II.Key Production
A. Production of Keys
Upon receipt of the RRF, Campus Safety will authorize the locksmith to produce the appropriate key(s) and indicate under the Description of Key section the number of the key and all other pertinent information as requested on the form.

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B. Best System Keys
Keys that are not part of the Best system will be stamped Do Not Duplicate.

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III.Distribution of Keys
A. Employee distribution of keys (reference SA sec. I, B; SA sec.VI, A).
1.Requester will forward the completed RRF to the Department of Campus Safety.

2.Campus Safety will request the production of the requested key through the College locksmith using the employee copy of the RRF.

3.College locksmith will produce requested key and forward the key and RRF to Campus Safety.

4.Campus Safety will contact the requester and inform them of request status.

5.Requester will receive key and personal copy of RRF at Campus Safety office at James House.

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B. Students distribution of keys (reference SA sec. I, C; SA sec. VI, B).
1.Campus Safety will initiate a general Key Requisition Work Order for lock changes and key assignments.

2.Campus Safety will record all key assignments and generate a RRF for each student.

3.Campus Safety will forward to Residential Education the packaged keys with the RRF assigned to each resident student.

4.Residential Education will issue keys and obtain signatures using their regular student check-in procedures.

5.Completed forms will be returned to the Campus Safety office for general distribution.

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C.Receipt and Responsibility Form (RRF)
1.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.



Upon issuance of keys, a list of all the keys held by employee will be printed with the BEST Key Program and forward to Human Resources. This will be done each time a new key is issued or returned.

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IV. File Control of Keys
A. Control and Issuing of Keys
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.

1. The file to be maintained for each employee/student will consist of a signed copy of the RRF or key agreement.

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V.Replacement of Keys
A. Assigned Keys
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 for any reason, 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's department.

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B.Employees
1.Requester will complete and sign the RRF including the required original authorizing party signature.

2.Requester will forward the completed RRF to the Department of Campus Safety.

3.Campus Safety will request the production of the requested key or combination change through the college locksmith using the employee copy of the RRF.

4.College locksmith will fulfill request and forward the key (where applicable) and RRF to Campus Safety.

5.Campus Safety will contact the requester and inform them of request status.

6.Requester will receive key and personal copy of RRF at Campus Safety office, James House.

7.Campus Safety will forward applicable billing information to the Financial Service Office who will apply all associated charges to the department to which the employee is assigned.

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C.Students
1. Student will complete and sign the RRF including the Resident Director signature.

2.Student will forward the completed RRF to the Department of Campus Safety.

3.Campus Safety will request the production of the requested key or combination change through the college locksmith using the student copy of the RRF.

4.College locksmith will fulfill request and forward the key (where applicable) and RRF to Campus Safety.

5.Campus Safety will contact the requester and informs them of request status.

6.Requester will receive key and personal copy of RRF at Campus Safety office, James House.

7.Campus Safety will forward all applicable charges to the Financial Services office to be applied to the student account.

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VI. Return of Keys
A. Staff Employees Return Procedure
1.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.

2.After each exit interview Human Resources will forward any applicable keys and/or RRF(s) to Campus Safety.

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B.Faculty
1.Faculty that have been issued keys and leave college employment will turn over any/all keys to their Department Chairperson or his/her authorized representative prior to their departure. Adjunct faculty are required to return all keys to the Department Chairperson or his/her authorized representative 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.

2.Upon receiving the key the Department Chairperson or his/her authorized representative will forward any applicable keys and/or RRF(s) to Campus Safety.

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C. Students
1.Students leaving the College prior to the end of the academic year.
a. Keys will be returned to Campus Safety prior to final departure.

b. Charges related to lock replacement for any/all keys not returned to Campus Safety prior to students final clearance will be forwarded by Campus Safety to the Financial Services office for appropriate billing.

2.Students leaving the College at the end of the academic year.
a. Keys will be returned to Resident Director during clearance process.

b. Resident Director will sign the student copy of the Room Condition & Furniture Inventory form for his/her records that key has been returned.

c. Resident Director will place keys in a key envelope or Express Envelope verifying receipt of the keys and forward them to Campus Safety.

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VII. Access to Buildings Without Keys
1. Any employee/student whose work responsibility requires him/her to enter a College building at a time when that building is locked may request access to that building by contacting the Campus Safety Department.

a. Requesters are required to show positive identification if unknown to the responding officer.

b. Upon personnel verification the duty officer will gain access to the appropriate building.

c. The duty officer will maintain a log indicating the name of the employee, the date, the time.

d.Students requesting access to areas after regular business hours must be listed on a preapproved access control roster.

2. Employees responsible for these areas must forward an updated list to Campus Safety at the beginning of each semester.

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