Key Control Policy

Policy Statement

All faculty/staff, students, and affiliates must identify themselves by photo ID cards when requesting or receiving a key.

The Assistant Vice President for Facilities and Planning and the campus locksmiths are responsible for key inventories and the review of all requests.

Emergency exit doors are not to be secured in any way that prevents safe egress by the building occupants during an emergency. Likewise, for security reasons, they are never to be left in an open or unlocked position.

Definitions

Faculty/staff - All State employees, regardless of source of funding.

Affiliates - Individuals issued keys to conduct business on campus (i.e., BASC, Research Foundation, Brockport Foundation, vendors, etc.)

Policy Procedures

Academic/Administrative Buildings

Building master keys will be made available and assigned only to building coordinators and the University Police.

Submasters should be given to deans, directors, or chairs for their areas of responsibility.

Faculty and staff should be given keys to spaces assigned to them and storage areas where directors and chairpersons approve.

All keys will be issued at the campus Lock Shop to the individual who is requesting such key(s). A key will be made only after approval of the building coordinator, the dean, director or chairperson, and the Assistant Vice President for Facilities and Planning. Individuals transferring to different locations must return the old keys to the Lock Shop and pick up new keys after obtaining necessary approvals.

A record of each key assigned to a faculty/staff member, student, or affiliate will be kept by the building coordinator and the campus Lock Shop.

It is the responsibility of a faculty/staff member who will be away from the campus for some time (i.e., longer than one semester) or is separating from service, to turn in all keys to the campus Lock Shop where they will receive a receipt for all keys surrendered and/or make payment for missing keys. Employees separating from employment with the campus will not be considered to have met their obligation to the campus unless all keys issued to them have been returned to the Lock Shop. Final paychecks may be held until all keys have been returned. Adjunct faculty may retain their keys over the summer if they are to be reappointed in the fall. This requires written approval of the department chairperson.

Faculty/staff, students, or affiliates who enter locked buildings are responsible for securing all doors they use.

All lost or stolen keys must be reported in person to the University Police. The Lock Shop will not replace a lost key(s) until a report has been filed with University Police and signed by the individual who lost the key(s). A replacement fee for each key. An additional fee for rekeying any areas affected by the loss of keys may also be assessed if University Police determines that rekeying is necessary.

Only in an unusual circumstance or EMERGENCY (involving the safety of life or property) situation should a faculty/staff member, student, or affiliate allow someone else to use his/her keys. Proper security of State property demands that authorized personnel use discretion in handling keys.

Anyone who has to get into a locked building or room in an EMERGENCY situation should contact University Police. The person in the building is then responsible for securing all doors that were opened.

Duplication of keys is not permitted. The campus Lock Shop with the approval of the building coordinator, dean or chairperson, and the Assistant Vice President will provide additional keys and lock changes for Facilities and Planning.

If any rooms need to be rekeyed off the master, a written explanation must accompany the Key Request form along with an access plan should emergencies (i.e., fire/flood) occur. The Lock Shop should also provide University Police with a copy (s) of keys to locks that have been rekeyed.

Key inventory records will be distributed at least annually by the Lock Shop to department directors, chairpersons, the director of Residential Life, and affiliates to be reviewed for accuracy. Department directors, deans, chairpersons, the director of Residential Life, and affiliates will annually verify the accuracy of the key assignment list by performing a physical audit. Discrepancies must be reported to the Lock Shop.

Residence Halls

The Associate Director of Residential Life will be responsible for issuing residence hall keys for students and residential staff. Residential staff (i.e., Resident Directors) are included in the definition of faculty/staff and, as such, are subject to the University policy. The Associate Director of Residential Life and the campus Lock Shop will keep a record of each key assigned.

Complete records should be maintained when a person loses a key and requires a replacement. This information would be valuable if a theft occurs in that area at a later time. The Associate Director of Residential Life must approve replacement keys.

During vacation periods, a locking procedure will be developed by the Associate Director of Residential Life to secure all main student doors. Chains must not be used to secure doors.

Students are to return keys to their Resident Director. Students who lose keys must report the loss and may be required to pay applicable fees.

A student is not separated from the institution in good standing until all keys issued to them have been returned.

Student Keys

Students will not be issued keys to academic, administrative, or service areas.

Faculty/staff or affiliates who require students to have keys must request keys and are responsible for their return.

Links to Related Procedures and Information

There are no links for this policy at this time.

Contact Information

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History (in descending order)

Approval

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