|
Purpose:
The purpose of the key policy is to protect the property and privacy of the University, and of individuals assigned to use University facilities, by limiting access to such facilities to assigned individuals and to their supervisors.
Scope:
This policy applies to all facilities owned, leased and/or under the control of The Pennsylvania State University. (Student rooms in University residence halls and student apartments in University facilities will be covered under the "Terms, Conditions and Regulations" of the Housing and Food Service Contract or Lease.)
Appropriate controls must also be placed over the keys to properties leased by the University. Since keys to these properties are not under the University key-labeling program, the issuance of these keys are handled on a case by case basis. A Custodian will be assigned and the procedure SY2001, "University Keys; Issue, Deposit and Fees," must also be followed for leased properties.
Policy:
It is the policy of the Pennsylvania State University to issue building and room access keys to faculty and staff and to persons or organizations who have contractual agreements with the University, and who have been assigned facilities, only when access to the facilities cannot be achieved following established locking and unlocking procedures. Persons accessing facilities beyond the scope of established procedures are expected to have permission of their key custodian, supervisor, and budget administrator or budget executive. The possession of a key does not extend permission of access beyond the assigned area or times.
A $20.00 key replacement fee will be charged to all University employees for lost University building and room access keys (including keys to leased properties). In addition, actual recoring costs may be charged (if deemed appropriate by the budget executive) for such lost keys.
The procedure SY2001 titled "University Keys; Issue, Deposits, and Fees" must be utilized.
Policy Enforcement:
The policy and its enforcement is the responsibility of the University Police (except as noted under "Other University Keys" below), and is implemented through a Key Custodian at each campus, and in each college, department or area. Each budget executive or budget administrator shall appoint a Key Custodian for the campus, college or department, as appropriate. The Key Custodian shall be a full-time staff member who has sufficient knowledge of the programs and personnel in the college, department or area to ensure that keys are not issued to individuals which would provide access to areas other than those to which they are assigned. It is the responsibility of the Key Custodian to maintain systematic and effective control of all keys for rooms and/or buildings primarily under the control and jurisdiction of that college, campus, department or area. Each key issued to an individual is to be recorded, and a receipt signature is required from that individual when the key is issued. No key shall be issued without the authorization of the appropriate Key Custodian in the area.
In order to ensure the proper issuance of keys, the following authorizations are necessary:
- Office Door-
An office door key will be issued by the Key Custodian to an individual assigned to an office, laboratory or room at the employee's request unless otherwise restricted by the employee's supervisor.
- Exterior Door-
An exterior door key will be assigned to an individual who has an office, laboratory or room in a building when the budget administrator providing notification advises the Key Custodian that this person will routinely need access to the facility when the facility is closed.
- Department Sub-Master -
A department sub-master key will be cut by the Key Shop for issuance to an individual upon written notification by the Key Custodian that the individual has the written authorization of the budget administrator of the area. In providing the authorization, the budget administrator acknowledges that this person has the authority to enter areas assigned to others, including storage and supply facilities within the college, department or area.
- Building Master-
A building master key will be cut for an individual by the Key Shop when the Key Custodian has received written authorization from:
each budget administrator whose department occupies a portion of the building; and,
the budget executive of the area.
The budget executives, budget administrators and the Key Custodian, by their authorization, acknowledge that the individual to whom the key is to be issued has authorization to access all areas in the building.
The Social Security Number of the individual assigned the Building Master must be added to the Key and Key Core Request Form (GURU Usage Guide page 8.11) when submitted.
- Grand Master-
A Key Custodian may request that a grand master key be cut by the Key Shop only upon written authorization of:
the budget executives of the areas to be accessed;
the Physical Plant Supervisor and
the Manager of University Police.
Grand master keys in the possession of the Physical Plant and University Police will be accounted for on a daily basis. Grand master keys may be issued to an individual only during the time that person is working on a job or project requiring that key.
The Social Security Number of the individual assigned any Grand Master must be added to the Key and Key Core Request Form (Key Request Guide) when submitted.
- Cross Departmental Keys-
There may be certain instances when and employee will require access to another departmental area other than which they are assigned. In these circumstances it is required that that individual obtain written authorization from the budget administrator or departmental head of the area that access is required.
Storage:
Each Key Custodian may maintain a supply, in appropriately locked cabinets, of office and exterior door keys for issue upon proper authorization. Key Custodians may maintain a limited number of departmental sub-masters for reissue upon proper authorization. No Key Custodian or Key Shop personnel are to have grand masters or building masters in supply for issue. When a grand master key is returned to the Key Custodian, it is to be immediately forwarded to the Key Controller, University Police for destruction.
Accountability:
Each key issued shall be documented by the Key Custodian on appropriate forms. No key is to be transferred from one person to another without being returned to the Key Custodian of the area for appropriate reissue. Each key will be stamped with a unique number and issued to a specific individual by that number.
Duplication:
All keys referred to in this policy are the property of The Pennsylvania State University and are not to be duplicated by any faculty, staff or student. Duplication of a key, or the possession of a duplicate key, will result in referral to the Office of Conduct Standards or the Office of Human Resources for appropriate sanctions.
Return of Keys:
Upon termination of employment and/or student status, all keys must be returned to the Key Custodian in the administrative area. Upon return, any key deposit paid will be refunded. Key deposits will only be refunded to those persons to whom the keys were originally issued, and who paid the deposit. Failure to return keys upon termination will result in the forfeiture of any deposit and may result in the holding of employee accounts or a charge to a student account until the keys are returned, or the cost of re-coring the facility is recovered.
Audits:
Each building and room access key is to be numbered in a unique manner. Each key will then be assigned by that unique code to an individual who will account for it during an audit.
The records of each college/department Key Custodian may be audited . Unusual occurrences related to access, key records, or the change of Key Custodian may also result in an audit of key control records.
Forms and Procedures:
See the Key Request Guide for the appropriate forms and procedures for the issuance and accountability of building and room access keys. The procedure SY2001 titled "University Keys; Issue, Deposits, and Fees" may be utilized when a key is issued, a deposit is collected, or fees are charged.
Other University Keys:
The policies covering other types of University keys are as follows:
Computer terminal keys must be controlled by the area security representative (the liaison between the college or area and the Office of Administrative Systems' Security Officer) which is assigned to each college or administrative area. Signature logs or other evidence of receipt by the individual receiving the key must be implemented.
Keys to other items of University property (e.g. desks, storage cabinets, study carrels, etc.) are to be controlled by an individual within the college or administrative area, utilizing signature logs or other evidence of receipt by the individual receiving the key.