Policy 101.8 : Keys and Key Control

        U N I V E R S I T Y   O F   S O U T H E R N   M A I N E


POLICY#:  101.8
SUBJECT:  KEY AND KEY CONTROL
APPLIES TO:  ALL EMPLOYEES
ISSUED BY:  OFFICE OF THE VICE PRESIDENT ADMINISTRATION
EFFECTIVE DATE:  05/01/83
REVIEW/REVISION DATE:  10/01/92



Issuing Keys

All key requests are made to the Department of Facilities
management.  Forms for making a request are available from the
Department of Facilities Management.  When requesting a room or
office key, the key request form must be authorized and signed by
the appropriate Administrator or his/her authorized designee.

Outside door keys, sub-master, or building masters can only be
issued upon recommendation of a Dean or Director, and with the
approval of the Provost or Executive Assistant to the President
and the Director of Facilities Management.

Keys are normally issued only to regular or full time University
employees.  Normally students are not issued keys other than to
their own residence hall and room, as determined by Residence
Life.  Students desiring access to rooms other than their
residence room must follow the procedure authorization forms
which must be signed and returned to Police and Safety for
issuance of requested keys.

Replacing Lost Keys

Only one key to any given door will be issued to any individual.
In the event of loss of a key, the individual must obtain a
replacement copy at the cost of $15.00.  Cash payment or check
must accompany each replacement request.  Interdepartmental
transfers are not acceptable.   In limited circumstances, i.e.
Police and Safety's paddle board distribution system, keys are
issued in a department head's name for the specific purpose of
issuing these keys to individuals who need to gain access to
those areas under the department head's responsibility.  In the
event one of these keys is lost a replacement copy will cost
$15.00.  Inter-departmental transfers are acceptable.

Keeping Track of Issued Keys

One or more persons (secretarial or clerical) should be
designated to each unit (college, department, etc.) to monitor a
current key issue log.

A similar log will be maintained in the Department of Facilities
Management Office.  Periodic audit by the Department of
Facilities Management will be conducted on a random selection
basis.

Returning Keys

All key returns must be accomplished via key request forms.
Transferring of keys between employees is not allowed.

Upon separation from employment, all University keys are to be
returned.

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