Key
Policy
Key
Policy
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Approved By: Vice President
for Finance and Administration Date Approved: Revised:
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Date of Next Review: November 2006 Related Policies: ORS 351.070 Contact Officer:
Director of Facilities Services
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A.
Purpose
1.
The purpose
of this policy is to establish and implement procedures for lock and key control
of University facilities, to assign responsibility for authorizing the issuance
of keys, and to implement procedures for the control of keys.
2. Through
this policy the institution seeks to achieve maximum security for all University
property and for all persons relying on building locking systems for their safety.
B. Definitions
1. University: Southern
2. Facilities: University building, room, or area to which
access is controlled by a key or by a device restricting access.
3. Restricted Facilities: University building, room, or area to which
access is controlled by a department head and for which special arrangements for
access must be arranged through the department head.
4. Equipment: all of Southern Oregon University property
protected by a lock or security device including all University-owned vehicles and
maintenance equipment.
5. Key:
Any device used to gain access/entry to any University space or equipment, including,
but not limited to: mechanical keys, fobs, card access, lockboxes, combination-locks,
or any specialized manual/mechanical or electrical push button locks with or without
key over-ride.
6. Key holder: person to whom keys are issued.
7. Terminating employee: An employee who either leaves the employment of
SOU or who transfers to another department within the University.
8. Grand Master Key: opens all doors in two or more University
buildings.
9. Building Master Key: opens all doors in a University building.
10. Sub-Master Key: opens more than one door in a portion of
a University building.
11. Change Key: opens a door within a University building.
12. Outside
Door Key: opens an exterior
door of a University building.
C. Policy
1. The director of the Facilities
Services Department administers this policy under authority delegated by the vice
president for finance and administration, which includes the authority to deny the
issuance of any key.
2. The
University Facilities Services Department is the sole source for duplicating and
manufacturing keys to University facilities and equipment. The Facilities Services’
director has discretionary authority for delegating responsibility for duplication
and manufacture of keys.
a. New buildings and facilities
are keyed under the technical direction of the Facilities Services Department locksmith.
All new locking hardware and the re-keying of all existing locking and security
hardware is the responsibility of the Facilities Services Department lock shop.
b. Where practical, multiple
keys to the same lock are serially numbered.
c. Commercial
locksmiths are prohibited from working on University facilities and equipment except
as directed by the director of Facilities Services.
3. Department
heads are responsible for all keys issued by their department to employees and students
and for maintaining accurate records of all issued keys.
4. Facilities
Services issues quarterly reports on departmental key activity and building key
activity to the department heads and building managers, respectively.
5. Access to Restricted Facilities
a. Department heads must
provide the director of Facilities Services a memorandum of justification and reasons
for designating a facility or portion thereof as restricted. The memorandum must
list the names of individuals who are authorized to possess keys. The director of
Facilities Services provides the director of Security and the Facilities Services
Department lock shop with copies of the correspondence and a list of those with
authorized access.
b. The department head
is responsible for ensuring that prompt escort service is provided to non-key-carrying
persons who have legitimate reasons to enter the restricted area. Department heads
are financially responsible for damage to facilities and equipment caused by delayed
access to restricted areas.
c. The Facilities Services
Department director is authorized to issue keys to Facilities Services’ employees
who must enter restricted spaces in order to perform their duties when the regularly
assigned user of the space is absent. At the request of a building manager, the
Facilities Services director furnishes a list of Facilities Services’ employees
with access to the affected building or spaces therein. To minimize risk of damage
or loss due to cleaning and/or maintenance activities, it is recommended that building
occupants store sensitive items in locked desks, filing cabinets, or cupboards.
Keys to such equipment are not issued to Facilities Services Department employees
except at the specific written request of the department head and building manager.
d. Access to utilities areas is restricted to
service and operating employees of the Facilities Services Department. Department
heads, directors, or building managers who believe they require access to these
spaces provide written request to the Facilities Services director.
6. Persons to whom keys are
issued are prohibited from duplicating or loaning those keys to any other person.
7.
Employees
violating the University key policy are subject to disciplinary action including
ineligibility to possess University-owned keys and up to termination of employment.
Students violating this key policy are subject to disciplinary actions as described
in the Code of Student Conduct.
8. This policy
may be revised at any time without prior notice. All revisions supersede prior policy
and are effective upon approval.
D. Procedures
1. The Facilities Services Department issues keys to eligible employees,
students, and to temporarily authorized persons on a need to have basis. Only one
key type or numbered key is issued to any one person. Exceptions can be requested
through the Facilities Services lock shop and are approved by the Facilities Services
Director.
2.
Change
keys are not issued to any individual who has been assigned a master key that provides
access to the same area.
3. Obtaining
Keys
a. Submit
a completed key request card to the Facilities Services Department at
b. The
lock shop processes key requests within 24 hours or advises the department if additional
time is required. Keys are issued at the Facilities Services Department and only
to the requestor.
c. The key holder signs the key request form acknowledging
receipt and personal responsibility for the keys.
4. Lost Keys
a. Key holders must promptly
report lost keys to their department head, building manager, Security Department,
and the Facilities Services Department lock shop. Where appropriate, upon receipt
of an approved key request card, replacement keys are issued.
b. Immediately following
the report of a missing key, the Facilities Services lock shop evaluates the significance
of the loss and determines the degree of re-keying required to maintain security
of facilities. The lock shop reports its recommendation to the building manager,
department head, the director of the Security Department, and the director of Facilities
Services. Costs of re-keying are the responsibility of the affected department.
c. When the loss of a
key justifies re-keying the locks involved, the department head must initiate the
request. Requests are subject to approval Sby the building manager. Previously issued
keys to the compromised lock or area are exchanged at no cost to the current key
holders.
5. Found Keys and Key Turn-In
a. All found keys must
be turned in immediately to the Facilities Services Department lock shop. The lock
shop returns all University-owned keys to the authorized key holder.
b. Employees who terminate employment
or who transfer to another department or who possess keys that are no longer needed
must turn in their keys at the Facilities Services Department. The Facilities Services
Department verifies return of the keys and issues a signed receipt. The department
head or director reviews the receipt during the employee’s departmental exit interview.
c. It is the responsibility
of each department head or director to verify the proper return of, and accounting
for, keys issued to a terminating employee.
d. Key turn-in for service
personnel, contractors, and others who are not employees of the University is the
responsibility of the issuing authority. Keys are turned in directly to the Facilities
Services Department. The Facilities Services Department verifies return of the keys
and issues a signed receipt. A copy of the
receipt is forwarded by the Facilities Services Department to Business Services. Business Services issues key deposit refund checks.
e. Keys issued to individuals
must also be returned upon the request of the vice president for finance and administration,
appropriate building manager, or department head.
E. Schedule
of Charges
1. For Education and General
Fund (E&G) buildings: When, due to normal wear and tear, cylinder re-pinning
is necessary as a maintenance activity, the cost is paid by Facilities Services.
If, because of security, convenience, or other considerations, re‑keying is
necessary, such re‑keying is paid by that department.
- For non-E&G buildings: When, due to normal wear
and tear, cylinder re-pinning is necessary as a maintenance activity, the cost
is covered by the non-E&G department.
- In the case of compromised security, a completed Job
Order Request approved by the building manager to re‑key the facilities
is submitted by the department head to the Facilities Services Department director
for further action (see Job Order Requests on Facilities Services’ web page
www.sou.edu/pplant). Facilities Services verifies the request with the building
manager.
4. The costs for re-keying due
to loss of or failure to return keys is assessed to the department of the key holder
by the Facilities Services Department. Actual re-keying costs are billed by the
Facilities Services Department to the appropriate department. The following nonrefundable
charges do not include the cost of labor and miscellaneous supplies:
Change Key: $5.00
Sub-Master
Key: Multiples of $5.00 for each lock involved,
not to exceed $100.00
Outside
Door Key: Multiples of $5.00 for each lock involved,
not to exceed $100.00
Building
Master Key: Multiples of $5.00
for each lock involved, not to exceed $250.00
Grand Master
Key: Multiples of $5.00 for each lock involved, not to exceed $500.00