Key Control Policy

Purpose

 

The York College key control policy is established for the purpose of promoting a secure campus environment and for maintaining a comprehensive system to efficiently manage the dissemination of keys throughout the campus.  individuals may be authorized to receive keys to conduct their work while limiting access where appropriate so as not to compromise security.

It is necessary to maintain key control to uphold the integrity of office and building security.  This policy describes the procedures by which control, dissemination, use, and possession of keys to College facilities will be managed.  The Department of Campus Safety will gladly assist campus departments with key control and facility access procedures.

General Procedures

 

A. The York College Department of Campus Safety is responsible for maintaining the College's key control system and for authorizing the dissemination of keys.  Issued keys are York College Property and may be recovered at any time. Unauthorized fabrication, duplication, possession, or use of keys to facilities of York College is a violation of this policy and employees found in violation of the policy may be subject to disciplinary action up to and including termination from employment. Non-employees, contractors, etc. found in possession of unauthorized College keys will have their keys confiscated and the individual or individuals will be removed from campus.

B.  Those seeking a key to a campus building or office must fill out a "Key Request Form", available online‌ or at the Campus Safety office. After a key request form is received and approved, Campus Safety will request the key or keys to be cut by the campus locksmith. Design of the College's keying system is the responsibility of the locksmith in consultation with the Director of Campus Safety and Dean of Campus Operations. The design will ensure security while at the same time provide reasonable convenience to personnel occupying campus facilities. The locksmith will fabricate all keys and perform all lock changes for College facilities, except for work performed by on-site contractors under the direction of Campus Safety. Records of keys to College facilities, including the names of individuals to whom keys are issued, dates of issue/return/loss will be maintained by Campus Safety. York College keys will not be duplicated, except by the campus locksmith.

C.  Key request will be reviewed by the Department of Campus Safety and forwarded to the locksmith for action, generally, within three (3) working days. All key requests to high security areas or where access is otherwise restricted will be reviewed by Campus Safety to ensure the appropriate authorization is received and adequate security measures are maintained.

Note: Access to high security or restricted access is strictly limited and is not authorized under any circumstances without the approval of the person who controls that area.

D.  It is the responsibility of each department to adequately maintain control over the distribution of department keys. Department heads are expected to comply with the key control policy and to insure that keys are retrieved from personnel who leave the employ of York College and return those keys to Human Resources.

E.  All persons issued York College keys shall at all times be responsible and accountable for their keys and shall not transfer or loan their keys to another individual. Individuals must personally sign for their keys.

F.  Appropriate administrators may request and delegate the issuance of keys only as necessary and in accordance with the Key Eligibility Criteria and Key Issuance Procedures below.

Key Eligibility Criteria

 

Master Keys

 

As a general rule, distribution of grand master, interior master, exterior master and building master keys should be highly restricted. Master keys will only be distributed upon the written approval of the Dean responsible for that area.

All requests for master keys will be reviewed by the Department of Campus Safety to insure proper security protocols are followed. At no time will a master key be issued whenever the issuance of such a key is determined to compromise the safety and security of the community.

Type of Key Authorization Required

  • Great Grand Master: College President of Senior Administrator
     (Access to all College buildings)
  • Building Master: Dean or Assistant Dean responsible for that area
     (Access to all locks within a building)
  • Department Master/Lab Master: Director, Department Head or Chair
     (Access to a group of locks within building)
  • Individual door lock: Director, Department Head or Chair

Key Request Procedures

 

A.  Keys may be requested for full-time and part-time employees of the College for the duration of employment.  Complete the Key Request Form.

B.  Obtain appropriate approving signature, in accordance with the Key Eligibility Criteria above.

C.  Submit completed form to the Campus Safety Office Manager.

D.  Campus Safety will review the key request form and, once all information is verified, send the request to the locksmith for the key(s) to be cut.

E.  Keys will be delivered to the Campus Safety office and the employee will be notified for pick up.

F.  The employee will be required to sign a receipt for authorized keys in person.

G.  All keys must be returned to Human Resources at termination of employment (faculty and staff). The employee's supervisor will be responsible for ensuring that the keys are returned immediately.

H.  If an employee leaves one department to begin employment in another, the employee's new supervisor must ensure the employee's keys are returned to Campus Safety.  The new supervisor must sign a Key Request Form for any new keys that are necessary for the employee's new position.

I.  Periodic department audits of issued keys may be requested to ensure policy compliance.

J.  Requests for duplicates of keys that cannot be accounted for will not be authorized until a report is filed with Campus Safety. It may take up to two weeks to create replacement keys.

 

STUDENTS

 

Generally, students should not be issued keys to College offices. However, in some cases where a student works for a department and access is required, an authorized department head may request a key be issued. Students will not be issued keys above individual doors.  Student keys to residential facilities are handled by the Residence Life office and questions concerning key issuance/replacement should be directed to them.


A.  Department head must complete the Key Request Form.

B.  Keys may be requested for no more than one academic year at a time.

C.  Obtain appropriate approving signatures, in accordance with the Key Policy.

D.  Submit completed form to the Campus Safety Office manager.

E.  Receive and sign for authorized keys in person.

F.  All keys must be turned in at the end of the student's term of employment.

G.  Request for duplicate keys of outstanding (unaccounted for) keys will not be issued.

H.  Keys that cannot be accounted for may result in an administrative hold on students' records, course registration and other accounts until the matter is resolved.

 

CONTRACTORS

 

Keys required by contractors or other non-College users to access areas on campus to conduct their work must be authorized by Facility Services, IT or Campus Safety. key rings will be stored at the Campus Information Center, located in the Student Union for contractors hired by the College to perform work on campus.


Facility Services and IT Departments will provide Campus Safety with a list of the names of contractors authorized to receive designated key rings.  Contractors authorized to receive keys must show photo identification to sign out and return keys at the Campus Information Center.  Information as to who is issued keys, when they are signed out and returned will be recorded at the Campus Information Center.

College keys issued to contractors must be returned at the end of each business day. At no time will a contractor be allowed to keep a key ring overnight. All costs of key recovery or rekeying related to unreturned keys will be the responsibility of the contractor and/or his or her company to which the keys were issued and final payment for services provided will not be made until all issued keys are returned.

 

LOST OR STOLEN KEYS

 

A.  Lost or stolen keys must be reported immediately to Campus Safety.

NOTE: An incident report will be generated documenting the circumstances of the loss. Replacement keys will not be issued unless an incident report is completed.

B.  Replacement keys must be ordered using the Key Request Form.  Signature of the appropriate authorizing party must be obtained prior to submitting the form to Campus Safety.

C.  Submit the Key Request Form to the Campus Safety Office Manager.

D. Replacement keys take two weeks to be cut and made ready for issue.

 

CHARGES

 

Lost Key Charges

Great Grand Master Key $200
Building Master Key $150
Department or Lab Master Key $100
Single Lock / Building Entrance Key $50

NOTE: Lost key charges will be refunded if keys are found and turned in to Campus Safety within 30 days of loss.


If the lock-core must be changed for security reasons, actual costs of re-keying will be determined by the campus locksmith and the cost may be charged to the department originally authorizing the keys and/or the individual to whom the keys were issued.

A request to have the lock-core changed can be initiated by a Dean or Department Chair after consultation with the locksmith and Director of Campus Safety.

Key and Building Security

 

A.  The individual to whom keys are issued is personally responsible for the use of said keys until returned to Campus Safety.

B.  Key holders shall not prop or otherwise hold doors or windows open or leave them unlocked during hours when the facility is normally closed.

C.  If for some reason you cannot lock a door with your key, contact Campus Safety at extension 1314 (717-815-1314).

D.  Key holders shall not unlock buildings or rooms for others unless the individual has a valid, verifiable reason and proper identification for access, or is known by the employee to have legitimate need for access to the room or building. Report suspicious persons to Campus Safety immediately.

Unlock Requests

 

In the event that access to an otherwise secured area is required, the following procedures should be followed:

General Classrooms

Building custodians are normally responsible for unlocking general classrooms for normal classroom schedules and for large, special events (i.e. Open House, Opening Weekend, etc.).

High Security Areas

Access to high security areas are managed by card access. Only those authorized by the person who controls the area may be allowed admittance. It is strongly recommended that access authorization be obtained well in advance of the scheduled use of the area.

NOTE: Campus Safety will not allow persons not previously authorized into a high security area without the permission of the person in charge of the classroom.

Offices

Individuals locked out of their own offices should first contact their department secretary for assistance during normal business hours. Campus Safety should be contacted (ext. 1314) for assistance during non-business hours or when the department secretary is not available. An officer will be sent to verify identification and unlock the area in question.

NOTE: Campus Safety will only unlock offices for individuals assigned to that office.  Requests by individuals for access into an office not their own will not be honored without the approval of the person who occupies that office.  Exceptions may be made based on extenuating circumstances, at the discretion of the Campus Safety supervisor, and upon proper identification of the party requesting access and documentation as to the reason why access is needed.

Residental Facilities

Most residential facilities are controlled by card access. Access to student living areas is assigned by the Residence Life department and, in most cases, controlled by Campus Safety. Access to student living quarters is restricted. However, access into a student's room may need to be obtained for maintenance and/or other extenuating circumstances in accordance with the student housing contract.

Other Areas

Generally speaking, access into locked areas on campus must be authorized by the person in control of the area in question.

Emergency Access

 

In case of emergencies (e.g. urgent maintenance, fire, etc.), the Department of Campus Safety and Facility Services may need to enter a secured campus facility. Once the emergency is addressed, every reasonable effort will be made to contact the individual responsible for the area entered so as to advise him/her of the need to access their facility.

Campus Safety will email each department head or his/her designee once a year to request updated information relative to emergency contact information should Campus Safety need to contact someone in a specific department. Department heads are strongly encouraged to provide the Campus Safety department with emergency notification information and to regularly update the information on file in the event contact needs to be made during emergencies.

Notification will be made to the department head or other person whose name is on file as an emergency contact for the department when emergency access to an area is required.

Card Access

 

With the exception of residence halls, most campus buildings and facilities are accessible to members of the campus community, guests and visitors during normal hours of business and during designated hours on weekends and holidays, depending on the variety of events and activities taking place on campus. Once buildings are secured, persons requiring access to academic or administrative buildings on campus must contact the Campus Safety department at ext. 1314 to obtain access. An employee's department head may approve off-hours card access into buildings if it is necessary for the employee's work responsibilities.

A request for off-hours card access must be made in writing to the Campus Safety Office Manager.

Under no circumstances will card access be granted whenever that access is determined to compromise the safety and security of the community and/or the College's facilities.

Campus Safety will not issue keys to campus facilities that are controlled by the card access system. Students, faculty and staff shall use their access card to gain entry into the facility. The access control override key is a high security key and will only be issued to emergency personnel that have a legitimate need to override the system during an actual critical incidetn.

Summary

 

The goal of this policy is to encourage all members of the campus community to take responsibility for ensuring building security by complying with the key control measures outlined in this policy. Cooperation and compliance with this policy is necessary to help assure smooth operations.