Current through all regulations passed and filed through September 16, 2024
(A) Policy statement. Youngstown state
university (university) enacts and enforces key control procedures that
provide appropriate members of the university's faculty, staff, and students
with necessary access to its facilities and at the same time keep all members
of the university community, the university's guests, and the university's
physical resources secure. This policy addresses responsibilities of key
holders and their supervisors.
(B)
Scope. This policy applies to all employees (including part-time and student
employees), students, vendors and contractors provided a key to access
university-controlled areas. This policy does not apply to the issuance of keys
within residential housing or dining services.
(C) Definitions.
(1)
"Lock" - a mechanical or electronic
system or device that restricts access to a physical space or to a
service.
(2)
"Key" -
a method of access to a secured or restricted area. It may be a physical
item that works in a mechanical or electronic combination with a lock or it may
be a code or biometric input to a recognition system that provides the holder
access to a secured or restricted area.
(3)
"Key holder" - the individual to
whom a key is issued.
(D) Parameters. While technology may stretch
the definitions of a lock and a key, the policy and its regulations
nevertheless apply to the technical equivalents of physical keys and locks.
(1) All keys are the property of the
university.
(2) Keys are issued to
a key holder for the necessary execution of their job duties and must be
returned to the employee's supervisor upon separation of employment or transfer
to another department. One month prior to separation or transfer, the
employee's supervisor shall provide a list of the employee's key numbers to
facilities, maintenance and support services (key control/locksmith office) for
verification. Collected keys shall be returned to the key control/locksmith
office.
(3) It is the
responsibility of the key holder to safeguard the key at all times. If the key
holder cannot account for keys issued, key privileges may be suspended and the
key holder may be personally responsible for any necessary key and/or lock
replacement costs.
(4) Misuse of a
key may result in disciplinary action and/or loss of access
privilege.
(5) Lost or stolen keys
should immediately be reported to:
(a)
University police;
(b) The
department of facilities, maintenance and support services; and
(c) The key holder's supervisor.
If lost keys are not recovered and it is determined that the
area's security is severely compromised, charges for lock and/or key
replacement will be assessed to the key holder's department and/or the key
holder. Lost keys that are later recovered must be returned to key
control.
(6) If
keys are found or otherwise to be turned in, call key control/locksmith office
or the university police for pickup. Keys are not to be sent through campus
mail.
(7) Individuals may not
knowingly make or cause to be made any key for any university building,
laboratory, facility, or room under penalty of state law (see section
3345.13
and section
3345.99 of the Revised
Code).
(8) Access codes are
specifically issued to an individual and may not be shared.
(9) Rights of access to facilities may be
delineated in appropriate collective bargaining agreements.
(E) Key hierarchy. Each individual
and/or employee's roles and responsibilities govern the need for and
distribution of types of keys. In general, the greater the level of access that
a key type provides, the more restrictive its distribution and the more it
defines urgency of use. The following is used as a guide to assign types of
levels of keys to functions and roles:
(1) A
great grand master key operates multiple locks for multiple buildings. It is
typically assigned to the leadership of first-responder units on campus, such
as executive director of facilities and support services; director of
facilities maintenance; chief of the university police department and
designated officers; and director of environmental and occupational health and
safety.
(2) A building master key
operates all locks within a building unless specific lock exclusion from the
master is warranted. It is typically assigned to vice presidents, executive
directors and/or deans, or the designees of these executives, in their
respective buildings, authorized facilities maintenance personnel, janitorial
supervisors, and the university events manager.
(3) A departmental master key operates one
group of locks within a building. It is typically assigned to department heads
and/or chairpersons.
(4) A
departmental sub-master key operates locks to common departmental space but
excludes access to private offices and is usually assigned to faculty and staff
in a department.
(5) A change key
operates one specific lock. It is typically assigned to faculty and staff
designated by department heads and/or chairpersons and organizations with
contractual agreements.
(6) A
special purpose master key operates a group of locks in specific areas, such as
all mechanical rooms or exterior doors. It is typically assigned to authorized
personnel in facilities maintenance and safety services.
(F) Responsibilities.
(1) Implementation and enforcement of this
policy is assigned to the department of facilities, maintenance and support
services.
(2) Administrators and
managers are responsible for compliance with this policy within their areas of
organizational responsibility.
(3)
Individuals to whom a key has been assigned are responsible for ensuring that
the use of that key is limited to the necessary conduct of university business
and is not shared with other employees, friends, or relatives.
(4) Key holders unlocking a space are
responsible for ensuring that the space is appropriately locked when they
vacate the space during a time when the space should be locked. Failure to do
so may find the individual personally responsible for any damage to, or loss
of, university property due to the space left unsecured.
(G) Keys for vendors or contractors.
(1) Contractors or vendors must abide by all
aspects of this policy.
(2)
Contractors or vendors may check out keys for a day from facilities or the
university police. Such key(s) must be returned by the specified time on the
same day.
(3) Contractors or
vendors may apply to facilities for keys to specified spaces for a designated
extended period of time. If access is requested for nonbusiness hours, vendors
or contractors must notify the university police before entering and upon
leaving key-controlled spaces.
(4)
Contractors or vendors are not permitted to access occupied student resident
spaces without accompaniment of a university employee.
