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Longwood University |
Policy 7203
KEY SECURITY
I. PURPOSE
The purpose of this policy is to establish a system of key security for campus buildings.
II. DEFINITIONS
Master Keying System:
The Master Keying System divides the campus into two (2) groups:
(1) the residence halls, and (2) all other buildings. Group (1) has a different master
key for each residence hall which will allow access. Group (2) has a different master
key for each building which will allow access. There are two (2) Grand Master keys
that will allow access to all buildings. Group (1) has a Grand Master key that
will access all residence halls, while group (2) has a Grand Master key will access
all other buildings. Within each building, there may be sub-masters as required, either by
floor, department, or by use.
The building manager, Director of Public Safety and Chief
of Police, and the Lock Shop determine sub-master keying.
III. POLICY
The Facilities Management (FM) Department is responsible for maintaining a Master
Keying System for the main campus. The Lock Shop in the FM department maintains the Master Keying Schematic and shall be responsible for
the issuance of all keys and maintaining a current, accurate record of all keys
issued.
A. Master Keys: Master Keys will be issued only upon approval of the Director of Public Safety and Chief of Police.
B. Key Return: Employees shall return all keys immediately to the University upon termination of employment. Keys shall not be duplicated by employees or transferred among employees.
C. Lost Keys: It is the responsibility of individuals to maintain security of the keys issued to them. Loss of keys, due to negligence, may result in disciplinary action. Additional keys requested by the Residential and Commuter Life Office will be provided at a cost of three (3) dollars per key. Lock changes necessitated by the loss of keys will cost fifty (50) dollars per lock set; this includes a new set of keys. It is the responsibility of the appropriate department head to determine the necessity and bear the cost for re-keying due to the loss of a key. Example: If a key is lost that only operates a single door, then only that lock set may need to be re-keyed. If a sub-master or master key is lost, the department head assumes the risk involved in not re-keying. The situation may require the re-keying of entire floors or an entire building, as a result. The ability to pay for the re-keying must be determined prior to requesting the service.
D. Desk Keys: Copies of keys for desks, filing cabinets, bookcases, etc., are not maintained by the FM department. Installation of new locks with keys may be required for such equipment. A charge for this service will be determined prior to the installation.
E. Residence Hall Locks: In order to protect the interests of both the students and FM employees, any student requesting removal of a lock will be required to be present when FM department staff remove the lock. This will be scheduled at mutually convenient time for both parties through the FM Coordination Center. While every attempt will be made to accommodate urgent requests, no guarantee is made that this will be possible. Prior to removal of the lock, the student will be required to sign the back of the work request indicating their approval for the lock to be removed. In addition, identification will need to be presented to FM department staff by the student.
IV. PROCEDURES
A. Key Requests: Requests for keys shall be made on the key request form and forwarded to the Office of Public Safety. The requester shall appear in person and provide positive identification and sign a receipt for each key at the Public Safety Office. Additional keys requested will be provided at a cost of ten (10) dollars per key. Using the key request form, faculty, staff, and students requiring keys for the normal performance of their duties must obtain approval as follows:
1. Faculty: Recommendation of their department chair and the Director of Public Safety and Chief of Police.
2. Staff: Recommendation of their department head and the Director of Public Safety and Chief of Police.
3. Students: The Residential and Commuter Life Office issues all keys to students. In the event that the Residential and Commuter Life Office requires additional keys, the Residence Education Coordinators can order them.B. Lost Keys: If a key is lost, a new key request form must be filled out and submitted with a receipt for ten (10) dollars from the Cashiering and Student Accounts Office.
C. Requests for Lock and Key Changes: Requests for keys and lock changes should be requested through the use of the "key request form" which may be obtained in the Office of Public Safety. The Director of Public Safety and Chief of Police then approves the request and forwards the approved copy of the form to the FM department. The key is made by the FM department.
D. Key Pick-up: Keys may be picked up at the Public Safety Office. Requesters are required to sign for each key. This procedure allows the Public Safety Office to keep track of key duplication and loss.
Revised and approved by the Board of Visitors, September 7, 2002.