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Policy 5.2.4
Policy 5.2.4
Policy and Procedures Manual
Classification Number: 5.2.4
Revised: August 14, 2017
SUBJECT: KEYS
The issuance of keys and security codes for access to university facilities will be guided by the following provisions and procedures:
Plainview campus - Under the direction of the Office of Property Management, all keys will be issued by property maintenance upon submission of written authorization.
External campuses - Keys will be issued by the campus executive director/campus dean. The recipient will sign documentation confirming their receipt of keys.
The issuance of all keys and security codes is guided by a prudent concern for the safekeeping of university assets while providing necessary access for university employees. All access should be kept to the lowest level which provides an adequate ability for unsupervised entry to university facilities.
Written authorization for the issuance of keys and codes must be made by the appropriate school dean or unit director. New employee orientation forms provide an efficient means of providing this written authorization. Supervisory personnel designate the employee's appropriate access, make changes as necessary to insure prudent stewardship, and monitor the return of keys when no longer required.
Authorization for faculty, professional staff, and student employees, should allow access to buildings and rooms within their areas of responsibility.
Access for student employees should be limited to special needs circumstances requiring access when full-time employees are not present. Care must be taken to insure that keys are returned by student employees who transfer to another department or cease enrollment.
The issuance of master keys and master codes must be authorized by the appropriate administrator. The issuance of keys and codes which allow persons access to facilities outside the person's area of responsibility must be approved by the vice president of enrollment management.
The receipt of keys signifies a commitment to safeguard access to university facilities. Persons receiving master keys and codes assume a significant responsibility. No personnel outside property maintenance are permitted to duplicate or issue keys.
All keys will be returned to the office where issued when they are no longer needed. The employment termination report form requires verification that keys have been returned. The final payment of salary may be delayed if keys are not returned before or on the date of the final payment.
A current inventory of all keys issued, indicating the rooms or buildings to which the keys provide access and the persons to whom they are issued, shall be maintained by the office authorized to issue keys on a given campus.
In the event keys are lost or stolen, a prompt reporting should be made to the appropriate school dean, unit director, campus executive director/campus dean, and/or the executive director of property maintenance who will determine whether to replace the key and/or to change the lock(s). Loss of master keys involves significant costs to re-key lock cylinders and reissue keys for all relevant key holders. If negligence results in the loss of keys, persons responsible may be subject to such costs.
Contact for Interpretation: Vice President of Enrollment Management.
This policy statement supersedes all previous policy statements on this subject.
Revisions:
- 08/14/2017 - Revision-title changes
- 02/27/2009 - Revision-title change
- 04/25/2007 - Revision-restructured
- 04/25/2007 - Review
- 08/01/2004 - Revision-title change
- 09/15/2001 - Reissue as 5.2.4
- 09/15/2001 - Revision-title change
- 12/15/1995 - Revision-Restructured
- 05/27/1992 - Inception as policy 5.8.1
Printable Policy 5.2.4
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