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University Access Control Key Procedure
University of Central Missouri Procedure
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Procedure Name: University Access Control Key Procedure |
Date Approved: Approved by the University President on April 7, 2009 |
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Procedure Category: University Operation |
Date Effective: |
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Policy Authority: Board of Governors Policy 1.2.040 |
Date Last Revised: |
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Approval Authority: University President |
Review Cycle: |
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Responsibility: University Executive Vice President and Chief Operating Officer |
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SPECIFIC QUESTIONS ABOUT THE UNIVERSITY ACCESS CONTROL (KEY) PROCEDURE SHOULD BE DIRECTED TO PUBLIC SAFETY
I. Purpose
The University of Central Missouri promotes the security of campus personnel and appropriate
access to university property. A functional and working access control system enhances
the security of the campus. This procedure describes the use and possession of access
control devises to campus facilities, design of access control systems, fabrication,
responsibility for issuance, audits, eligibility for possession, access control devise
and building security, and responsibilities relating to lost access control devises,
including but not limited to keys. This procedure applies to all university access
control devices.
NOTE: Keys to residence hall rooms and university apartments shall be issued through
University Housing. Residence hall and university apartment key holders are subject
to University Housing policies and procedures. Key holders should contact University Housing for more details regarding key holders rights and responsibilities.
II. Definitions
Key: all access control devices.
Key holder: a person to whom a key has been issued.
Checkout/issue: when keys are officially distributed to individuals by the Department of Public
Safety’s Access Control Operations personnel. Proper checkout/issuance of keys is
accompanied by an executed “Access Control Individual Record” form.
Building master: a key that will access every door within a building, except mechanical rooms and computer/telecommunication
node room.
Sub-master: a key that will access doors to a division, department or floor within a building.
Single door key: a key that will open an individual door, or set of doors that have been keyed alike.
Short-term checkout: a key is checked out from the Department of Public Safety and returned by the end
of the same business day.
Long-term checkout: a key is checked out from the Department of Public Safety with an assigned return
date greater than one day.
1. The last day of employment by the university department for which keys are held
shall be the return date for full-time faculty, full-time staff and part-time staff.
2. Adjunct faculty, temporary employees, etc., shall be assigned a return date that
coincides with their appointment end date.
3. Students shall be assigned a return date that coincides with their assignment end
date.
Student: all categories of UCM students, including but not limited to, student workers and
graduate assistants.
Appointment end date: the end of service date assigned to a student worker on a “Student Job Assignment
and Payroll Information Form” or the end of service date indicated for a graduate
assistant on an “Approval Forms for Graduate Assistantships.”
III. Procedure
B. University keys are the property of the university and must be surrendered by the key holder at the request of the university president, vice presidents, building manager, dean, department head, or Public Safety officials. University officials shall confiscate any unauthorized keys upon discovery.
C. External locksmiths may not change locks without the express permission of Public Safety. It shall be a violation of this procedure to change the cylinder in the door for re-keying, installation of a hasp and padlock on the door, or providing locking means other than by a UCM lock. All non-university locks, locking hardware, etc. found on university buildings or property shall be removed and the appropriate department charged for all costs associated with removal/replacement.
D. All students, faculty and staff are responsible for maintaining building security. Students, faculty and staff shall not unlock buildings or rooms for another individual unless the individual is known by them to have legitimate access to the room/building. Doors shall not be propped open or left in an unlocked position during hours when the building or area is normally closed to the public.
E. University keys shall not be left unattended or in unlocked vehicles. University keys left in vehicles must be locked out of view. University keys shall be removed from the vehicle at the end of the work shift.
F. When transferring to a different department, employees must surrender old keys to Public Safety before new keys will be issued. Under no circumstances are keys to be transferred from one employee to another.
G. Every effort should be made by Public Safety to provide convenience to key holders while ensuring that security policies and procedures are followed.
IV. Enforcement
A. General
1. Public Safety maintains records of all keying systems and authorized usage. Public
Safety will maintain records of all keys assigned to faculty, staff, student workers
and graduate assistants within each department, including name of individuals to whom
keys are issued and dates of issue and return or loss. Public Safety may conduct periodic
departmental audits.
2. The inappropriate and/or unauthorized use of UCM keys shall be a violation of this
procedure and may lead to disciplinary action. The inappropriate and/or unauthorized
use of UCM keys may violate federal and state laws and misuse shall be reported accordingly.
The university’s general counsel and the director of public safety shall evaluate
reports of misuse and determine the proper action to take on a case-by-case basis.
B. Key Checkout
1. Public Safety shall issue all university keys except for those to residence halls
and university apartments. Keys must be picked up at Public Safety during regular
business hours. Special arrangements may be made for those working outside regular
business hours. Keys shall be picked up and an “Access Control Individual Record”
form signed for in person. A university-issued photo ID is required. A copy of the
executed “Access Control Individual Record” form will be provided to the key holder
and appropriate department head so each has a record of keys issued to individual
employees.
2. The following guidelines will generally dictate the issuance of keys:
a. Building master keys will be issued to the building manager and/or dean and one
other full-time university employee working in the building as may be authorized by
the building manager or dean. It may be prudent to keep master keys in secure locations
within an office rather than to carry them at all times.
b. Full-time faculty and staff members may be issued a sub-master key to permit access
to outside doors and office areas.
c. Adjunct faculty members, part-time employees, graduate assistants and student workers
may only be issued an outside door key, a key to their individual office if assigned
to an office, and/or a classroom key if appropriate as determined by Public Safety
and the building manager.
d. Full-time and regular part-time custodians assigned to a building are provided
access to a building master key, but only upon written authorization of the building
manager or dean. Custodians are required to return university keys at the conclusion
of each work shift and may not have access to master keys when not providing custodial
services assigned by the appropriate supervisor.
e. Relief custodians, night maintenance, set-up personnel and on-call personnel will
checkout keys or be assigned a key ring from Public Safety on an as need basis, but
only upon signed authorization of the facilities planning and operations director.
f. Custodial supervisors and night maintenance personnel may be issued outside door
keys and keys to custodial closets.
g. Upon written authorization of the building manager or dean, one building master
key will be issued to the Facilities Planning and Operations office for checkout to
maintenance personnel on an as needed, daily, basis. If the key is not provided, alternate
arrangements must be made to provide access to required areas when needed.
h. Off campus contractors must check out keys through Public Safety and must return
keys by the end of the business day. The director of public safety, or director’s
designee, is responsible for developing and implementing a short-term checkout procedure
which ensures that security policies and procedures are followed.
i. The building manager and/or dean and the director of public safety may evaluate
individual circumstances to grant exceptions to the guidelines listed above when necessary.
A request for an exception to the “University Access Control (Key) Procedure” must
outline the reasoning for the requested exception and be submitted in writing to the
director of public safety before it will be considered by the university.
j. If an audit indicates the number of keys issued is in excess of stated guidelines
and an exception has not been granted in writing by Public Safety, the director of
public safety has the authority to recall additional keys. Building managers and/or
deans have 10 business days to turn over recalled keys to the director of public safety
or director’s designee.
C. Lost or Stolen Keys
a. The department shall incur the cost of re-keying an area or building unless the university president, area vice president, area university director or dean agrees in writing to incur the cost of re-keying the designated area.
b. Third party contractors will incur the total cost of replacing lost or stolen keys or the cost of re-keying an area or building when it is unable to surrender university keys that have been issued to it through proper university procedures. A department will incur the cost of replacing lost or stolen keys or the cost of re-keying an area or building if keys were improperly issued to a third party contractor by the department and the contractor is unable to surrender the keys to the university upon request. The department shall incur the cost in the above situation unless the university president, area vice president, area university director or dean agrees in writing to incur the cost of re-keying the designated area.
2. Lost or stolen keys will only be replaced after a report has been filed with Public Safety. A charge of $100.00 will be assessed for each lost or stolen key. In the case of stolen keys, the charge may be waived by the director of public safety if the request is accompanied by a valid police report which denotes that the key holder followed the “University Access Control Procedures.” The key holder shall incur the cost of lost or stolen keys unless the key holder’s department head agrees in writing to incur the cost of lost or stolen keys. An employee’s pay may be offset the assessed charges. The charge may be applied to a student’s UCM “Statement of Account” and is subject to the university’s payment guidelines.
3. Lost or stolen keys belonging to residence halls or university apartments must be reported to University Housing. There may be a charge to have the affected doors re-keyed. Contact information can be found at https://ucmo.edu/future-students/university-housing-and-dining-services/index.php.
D. Faculty and Staff
If an employee fails to surrender keys upon departure from the university, the director of public safety in consultation with the relevant area manager will assess the situation and make a determination regarding re-keying the area or building for which the terminated employee holds keys. If the director of public safety determines an area or building should be re-keyed the employee’s department shall incur the cost of re-keying an area or building unless the university president, area vice president, area university director or dean agrees in writing to incur the cost of re-keying the designated area.
2. When an employee is terminated, the immediate supervisor or the Department of Human Resources shall secure all university keys and return them to Public Safety which shall confirm that all keys have been returned. If a terminated employee fails to surrender keys upon departure from the university, the director of public safety will assess the situation and make a determination regarding re-keying the area or building for which the terminated employee holds keys. If a faculty/staff member does not surrender all university keys documented to be in the employee’s possession the employee’s pay shall be offset a charge of $100.00 for each key held by the terminated employee.
If a terminated employee fails to surrender keys upon departure from the university, the director of public safety will assess the situation and make a determination regarding re-keying the area or building for which the terminated employee holds keys. If the director of public safety determines an area or building should be re-keyed the employee’s department shall incur the cost of re-keying an area or building unless the university president, area vice president, area university director or dean agrees in writing to incur the cost of re-keying the designated area.
E. Students
NOTE: If a student does not work during summer semester it is considered a break in service and keys must be returned to Public Safety.
2. Student workers and graduate assistants will not be considered to have met their obligation to the university unless all keys issued have been returned to Public Safety. Student workers and graduate assistants will be assessed a charge of $100 for each unreturned key. The charge will appear on the student’s UCM “Statement of Account” and is subject to the university’s payment guidelines. A hold shall be placed on the key holder’s transcript until all assigned keys are surrendered to Public Safety or charges for unreturned keys are paid in full.
If a student worker or graduate assistant fails to surrender their keys the director of public safety will assess the situation and make a determination regarding re-keying the area or building for which the student holds keys. If the director of public safety determines an area or building should be re-keyed the department shall incur the cost of re-keying an area or building unless the university president, area vice president, area university director or dean agrees in writing to incur the cost of re-keying the designated area.
3. Keys issued to students for lab rooms, practice areas, etc., will be subject to the same procedures setout herein for long-term checkout. Faculty members should assign a return date at the time keys are requested for students. Access control fines for unreturned fobs or proxes used to access electronic lock systems shall be determined by the vice president of administration and indicated on student “Access Control Individual Record” forms.
4. Residence hall and university apartment keys are returned during the checkout procedure through University Housing. Failure to return keys will result in a charge. Contact information can be found at https://ucmo.edu/future-students/university-housing-and-dining-services/index.php.