(A)
Purpose statement. This policy provides for the
issuance and accountability of all keys and access cards, which control access
to university-owned, operated, or leased properties (collectively "university
property"). University facilities management (UFM), through its lock shop, is
responsible for the administration of this policy and for providing keys and
building access cards to university faculty, staff and students for all
university property. Each regional campus and college of podiatric medicine has
independent locksmith services operating with the parameters of this policy.
Residence services has in-house locksmith services.
(B)
Scope. This
policy applies to any individual who has been granted authorized individual
access to university property. All key and building access cardholders are
responsible for the keys and access cards assigned to the individual. This
policy does not apply to access to residence halls as managed by the department
of residence services. The residence services lock shop is responsible for
managing access control for all key and access cards to residence halls. Access
to the Kent student center will be managed by the Kent student center
administration. Keys and access cards will be supplied by UFM. Key and access
card control at regional campuses and the college of podiatric medicine are
managed by the respective dean or delegate. Kent state university museum is
responsible for managing access to the museum located in Rockwell
hall.
(C)
Definitions. The definitions provided in rule
3342-5-12.403 of the Administrative Code shall apply to this policy as
appropriate.
(D)
Procedure. UFM is responsible for the installation,
changing or removal of locks and other forms of access to university property.
UFM is responsible for the distribution of all keys and access cards, which
shall remain the property of Kent state university. Key and access card control
at regional campuses, residence services and the college of podiatric medicine
and Kent student center are managed by the respective dean, department head or
delegate. Annually, the regional campuses and the college of podiatric medicine
shall submit specific key and access control procedures along with a detailed
inventory of keys and access cards to the associate vice president of
facilities, planning and operations. No person shall knowingly possess an
unauthorized key or access card for Kent state university.
(1)
Lost key or
access card. In the event a key or access card is lost or stolen, UFM shall
determine if rekeying of the point of access is required. Such determination
will be made in consultation with the affected unit administrator, and any such
costs associated with the rekeying shall be charged to the unit. Fees for keys
lost or not returned by individuals upon leaving the university are the
responsibility of the issuing unit.
(2)
Duplicating keys
is prohibited.
(3)
All building master key and grand master key requests
must be approved by the associate vice president for facilities planning and
operations.
(4)
Temporary access to areas may be granted to vendors
only by FPO and police services. FPO is responsible for the development and
implementation of the process for granting such access and shall communicate
this process directly to affected individual units.
(5)
Unauthorized
locks are prohibited on doors and if found will be removed and discarded. Any
damages or repairs resulting from the removal of unauthorized locks will be the
responsibility of the unit responsible for the affected area if found in
violation of this policy. Electronic locks installed on exterior door(s) must
be connected to the KSU network centrally controlled system. The exceptions are
regional campuses and the college of podiatric medicine.
(6)
All key and
access card requests shall be submitted on the UFM lock shop
form.
(7)
Keys are issued from UFM to individuals and will remain
in the key holder's name until UFM physically receives and processes the keys
as returned. Keys and access cards are issued from the kent student center to
individuals and will remain in the key holder's name until the kent student
center physically receives and processes the keys as returned.
(8)
All key holders
and access card holders shall report lost or stolen keys immediately within
twenty-four hours of discovery to UFM lock shop and department or
unit.
(E)
Responsibilities.
(1)
The unit
administrator is responsible for:
(a)
The full implementation of this policy within the
designated area;
(b)
Approving (or delegating authority to building curator
to approve) key or access card requests and forwarding such requests for
further processing in accordance with this policy;
(c)
Approving the
completed annual key and card access inventory provided for in paragraph
(E)(2)(b) of this rule; and
(d)
Maintaining
appropriate departmental records subject to an internal review;
(2)
The
building curator is responsible for:
(a)
Reviewing an annual inventory, provided by UFM, for all
faculty and staff who have key access to the building. regional campuses,
residence services and the college of podiatric medicine shall submit a key
inventory to UFM lockshop on an annual basis.
(b)
Renewing each
semester the access cards issued to students who have continuing need for the
access cards;
(c)
Building curators shall work with the registrar's
office to obtain a course schedule prior to each semester, and issue mechanical
keys to the instructor for access to the assigned classroom. Curators shall
request changes to staff access cards for access to classrooms by sending a
list of changes, attached to a work order, to the UFM lock shop. The curator
shall keep an inventory of keys and cards issued to instructors for access to
classrooms which shall be submitted to the UFM lock shop for review twice a
year.
(3)
The individual requesting access is responsible
for:
(a)
Completing the appropriate request form and securing
approvals;
(b)
Picking up and signing for keys or cards from UFM lock
shop. Only the keyholder and/or access cardholder may sign for the keys or
access cards.
(c)
Maintaining and securing keys or access cards under
their control;
(d)
Reporting lost or stolen to UFM immediately within
twenty-four hours of discovery to UFM lock shop; and
(e)
Paying any
replacement fee resulting from loss or failure to return an assigned
key.
(F)
Violation.
Employees in violation of this policy will be referred to human resources for
appropriate disciplinary action.