Apr 22, 2018  
Policies 
    
Policies

Business and Finance (Includes Physical Plant)


Keys and Locking Systems
05:18:00 Keys and Locking Systems

 

Introduction

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 Executive Director of Plant Operations, who will keep an active and comprehensive key control program in place. The authorization for and use of keys are the responsibility 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.

Individual Key Users Responsibility

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. Campus access is a privilege.  Employees must notify Plant Operations in the event of:

  1. Lost keys - If a key is lost or stolen, it is the responsibility of the individual who lost the key to notify Campus Police immediately to complete a lost key report.Individuals who lose keys may be held responsible for the cost of re-keying the affected area.
  2. Relocation/Reassignment - If an employee changes offices, assignments, or relocates their work space, it is the responsibility of that person to notify Plant Operations before the change takes place via a work request and with the permission of the Executive Vice President of Business and Finance.A properly executed Authorization for Building Keys Form must be sent to Plant Operations for access to the new work space. Plant Operations will then collect and/or issue keys as needed and log any changes in the key database.
  3. Contractors / Vendors Requiring Access - If a department or employee has a need to give access to a third party contractor or vendor, that department or employee must:
    1. Obtain the written approval of the Executive Vice President of Business and Finance on an Authorization for Building Keys Form.
    2. Issue the key(s) to the third party at the start of each day and collect the key(s) at the end of each day until the assignment is over.Exceptions to this must be approved by the Executive Vice President of Business and Finance on an Authorization for Building Keys Form.

Third party contractors or vendors are not authorized to take keys off Chattanooga State Community College property for any reason unless an exception is approved by the Executive Vice President of Business and Finance.  Third party contractors or vendors that lose any key(s) issued to them may be held responsible for the rekeying of the affected area.  Access for third party contractors shall be temporary lasting no longer than 1 week.

Obtaining Keys

Keys will be issued to regular employees and are non-transferable. As a general rule, temporary employees will not be issued keys.  Exceptions to this rule will require vice-presidential approval. When an employee requires access to an area, they are to initiate a written Authorization for Building Keys Form stating the building and room 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.

Returning Keys

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.

In the event of an unscheduled termination, Human Resources will be responsible for the collection of keys and deliver said keys to Plant Operations no less than 24 hours from the time of collection.

Locking Devices

There shall be no locking devices independent of the College system attached or installed on College doors.

Special Security Locking Systems

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 Executive 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:

  1. The department forgoes routine maintenance such as light bulb replacement or regular cleaning and must arrange by work order these services.
  2. The area identified must not interfere with routes of egress necessary in the event of building emergencies.
  3. The area must not contain any physical plant equipment or controls that require access by Plant Operations personnel.
Special Security Alarm Systems

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 Executive 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 Campus Police.

Exceptions

The president may approve exceptions to the policy when appropriate.

 

Dr. Rebecca Ashford                                                                                                 02/21/2017

Signature                                                                                                            Date Approved   

 

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