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    Chattanooga State Technical Community College
  Dec 12, 2017

04:18:00 Keys and Locking Systems

  1. Introduction
    1. There is an institutional commitment for faculty and staff to have convenient access, when needed, to all work areas with as little restriction as possible. The maintenance of all locking systems and control of keys is necessary to maintain appropriate security and safety measures to safeguard college buildings, equipment and other facilities. All locking devices and keys are the responsibility of the Assistant Vice President for Plant Operations, who will keep an active and comprehensive key control program in place. The authorization for and use of keys are theresponsibility of the department head or administrator for each applicable unit. This applies to all off campus sites that utilize the campus standard key system. It does not apply to any desks or other furniture, safes, lockers, or special storage units that are not equipped with the standard locks.
  2. Individual Key Users Responsibility
    1. Employees issued college keys are required to safeguard these keys against loss or theft. Keys should not be left on desks, in doors, or other unattended areas. If a key is lost or stolen it should be reported to Plant Operations and Security immediately. A lost key may cause the individual or their department to be held responsible for the cost of re-keying the affected area. Keys must not be loaned, swapped, or copied. Continued loss or abuse of keys will result in loss of key privileges for the offending employee. Any employee in possession of unauthorized keys is subject to disciplinary action.
  3. Obtaining Keys
    1. Keys will be issued to regular employees and are non-transferable. When an employee requires access to an area they are to initiate a written Authorization for Building Keys Form (see attachment) stating the building rooms where access is desired. Once the appropriate supervisor has approved the request by signing the form it is forwarded to Plant Operations. Master keys require vice-presidential approval. When the key is fabricated, Plant Operations will notify the department so the recipient may come to Plant Operations to be issued the key. All keys must be signed for by the recipient.
  4. Returning Keys
    1. Individuals returning keys must bring them to Plant Operations during normal working hours at which time returned keys will be removed from their record. Keys should not be sent through the campus mail. When an employee is terminating employment issuance of his or her final paycheck is dependent upon return of all keys. Payment of re-keying affected areas may be required of an employee who has lost any key previously issued to them.
  5. Locking devices
    1. There shall be no locking devices independent of the College system attached or installed on College doors.
  6. Special Security Locking Systems
    1. A department head may identify an area in their department that requires a higher than usual level of security due to equipment sensitivity or concentration of costly equipment. This area, upon approval of the Vice-President of Business and Finance, can be keyed to a system separate from the master system. The conditions of this approval are as follows: the department forgoes routine maintenance such as light bulb replacement or regular cleaning and must arrange by work order these services; the area identified must not interfere with routes of egress necessary in the event of building emergencies. The area must not contain any physical plant equipment or controls that require access by maintenance or security personnel.
  7. Special Security Alarm Systems
    1. A department head may identify an area in their department that may require an alarm system in order to further secure costly or sensitive equipment. Upon approval of the Vice-President of Business and Finance an alarm system can be installed at the department's expense, providing the code is on file with the Security Department.

Approved: Executive Staff, 05/20/09
Approved: President's Cabinet, 05/20/09
Approved: President, 05/20/09
Revised: Business and Finance, January 28, 2009