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Key Control Policy & Procedures


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Purpose

To set forth the procedures for Institutional control of keys and to provide procedures for requesting keys. To ensure security of campus facilities is maintained through strict accountability for keys issued to faculty, students, and staff.

Policy

A functional and working key control system enhances campus security. Every effort should be expended to provide convenience while ensuring that security measures are not violated. Keys will be issued to faculty and staff on the basis of need. Students who require access to campus facility areas must receive their keys through a faculty or staff employee. (Students who require access to electronically controlled areas will be authorized by submission of a signed key request form signed by the respective department head.) The number of keys issued will be kept to a minimum. Key clearance will be part of the Personnel Clearance Form for terminating faculty and staff. All key requests must be submitted on a Physical Plant key request form following the procedures outlined herein. The issuance of campus Grand Master keys will require the approval signature of the Vice President for Finance & Administration.

Terminating employees must return all keys issued to them to the Plant Lock/Key Shop prior to departing the campus. Human Resources must ensure that employees obtain clearance from the Plant Lock/Key Shop. This should be done through a signature on an employee final clearance form. There will be a charge for all lost keys as determined by the Vice President for Finance and Administration.

Key Issuance Procedures

    DEPARTMENT
  1. Prepare Valdosta State University Key Request Form for all key requests, including required access to electronic locks. If multiple persons need access to the same electronic lock, then all can be listed on the same form.
  2. List the following information on the Key Request Form.
    • Name of person to whom key will be issued
    • Date of Request
    • Department
    • Title
    • Telephone Number
    • Building for which key is requested
    • Room. If this is a door key, list room number, or indicate exterior door. If other than a door key is needed, specify desk key, file cabinet key, etc. under "Room" on the Key Request Form. (Issue of furniture keys will, be charged to appropriate departments at a rate determined by the Vice President for Finance and Administration, currently $1.50 per key.)
    • If more than one 1 of the same key is needed, list each separately.
    • Purpose for Key Request
    • Department Head signature is required for all requests
    • Secondary approval will be needed for issuance of all Building Master and Grand Master keys. The Vice President for Finance and Administration will be the approving authority.
    • SSAN is needed for all persons desiring electronic access
  3. Forward Key Request Form to Plant Operations Work Management Section or Vice President for Finance and Administration as required.
    VICE PRESIDENT FOR FINANCE AND ADMINISTRATION
  4. Receive and review key request from departments requiring secondary approval. Approve or disapprove request. If not approved return with reason for denial to the department where it originated.
  5. If approved, sign key request and forward to Plant Operations Work Management Section.
    PLANT OPERATIONS WORK MANAGEMENT SECTION
  6. Receive approved key request from Department or Vice President. Review key request to ensure all information has been provided. Create work order and forward to Lock/Key Shop.
    PHYSICAL PLANT LOCK/KEY SHOP
  7. When work order is received, advise Work Management Section of any special security concerns related to the key request.
  8. Enter key request into the computerized key control inventory system. Complete work order.
  9. Contact Department Head and advise that keys are ready for pick up. The key holder will be required to pick up keys at the Physical Plant Key Shop. If special handling is required, i.e., disabled person, Lock/Key Shop will make arrangements to deliver keys to the requester.
  10. Send a copy of the completed work order to the Physical Plant Work Management Section for work order completion.
    DEPARTMENT
  11. Faculty, employees, and students must sign for each key received. A completed key issuance form with the keyholder's signature must be on hand at the Lock/Key Shop for all keys issued.

Key Return Procedures

    TERMINATING EMPLOYEES
  1. The terminating employee must process through the Lock/Key Shop and obtain authorization for clearance as required per the Employee Clearance Form.
    TRANSFERRING EMPLOYEES
  2. Transferring employees must return keys to and be cleared through the Lock/Key Shop. New keys will be issued as appropriate following the procedures for issuance of keys.
    PERSONNEL DEPARTMENT
  3. Implement procedures to ensure that employees are processed for termination only after proper clearances are obtained from the Lock/Key Shop.
    DEPARTING STUDENTS
  4. Will turn in keys to Housing Office and obtain clearance.
    RESIDENCE LIFE OFFICE
  5. Will clear departing students through the Housing Office. Housinq Office will notify Lock/Key Shop of lost keys and charge students appropriately.
    PHYSICAL PLANT DIVISION LOCK/KEY SHOP
  6. Verify that all keys are returned and sign personnel clearance form. If keys are lost/missing notify individual to make arrangements to pay appropriate charges and bring receipt to Lock/Key Shop to obtain signature for final clearance. Appropriate charges are indicated on the original key request form. Advise individuals of lost keys and appropriate charges.

Lost Stolen Keys

    University Police
  1. All lost/stolen keys must be reported to the Public Safety Department within 24 hours and a copy of the report forwarded to the Lock/Key Shop Foreman. If lost keys are returned to Lock/Key Shop, Public Safety must be notified to clear their reports.

EXPLANATION OF REPLACEMENT COSTS

The following charges will be billed to the individual employee when keys are lost. Exceptions must be approved by the Vice President for Finance and Administration.

Cabinet, File Cabinet, Desk and other small keys. All single function State keys, (office, lab, etc.) $25
All sub-masters $250
Building masters $500
Grand masters and Control keys $1000

In addition to replacement cost of the key, there may be an additional charge to re-key the affected area.