Key issuing Procedure

Transcription

1 Key issuing Prcedure Categry Type Apprved by Prperty Prcedure Directr, Prperty Services Date Plicy Tk Effect 1 January 2015 Last Apprved Revisin 1 January 2015 Spnsr Respnsible Officer Finance and Administratin Manager Administratin and Finance Officer Review Date 11 March 2018 Purpse The purpse f these prcedures is t utline the management f issuing keys within Prperty Services. This includes: 1. Wh keys can be issued t 2. Issue f keys 3. Key issue limits 4. Mnitring f keys 5. Return f keys 6. Key auditing 7. Lst r stlen keys 8. Misuse f keys 9. Terminatin f emplyment 10. Review f cntinued use These prcedures excludes keys issued fr Capital Prjects which will be utlined separately in the New Key Prcedure. Organisatinal Scpe These prcedures apply t all staff emplyed by The Prperty Services Divisin and shuld be read in cnjunctin with the Key Issuing Plicy.

2 Definitins Keys fr the purpse f these prcedures a swipe card is als implied when referring t a key. Cntractrs include cntractrs, subcntractrs and agency persnnel that have been apprved t wrk fr The University f Otag Prperty Services. Apprved Cntractrs an apprved cntractr has been apprved by HR Health & Safety and has undergne Health and Safety training. Key Mnitr is respnsible fr ensuring the staff underneath them adhere t the plicy. Fr Prperty Services staff it is their Line Manager. Fr external cntractrs it is the relevant Facility Manager. Issuer Prperty Services Administratin Office Staff. Key Hlder Emplyees f the University and its subsidiaries and apprved cntractrs. Plicy Cntent 1. Wh keys can be issued t T be eligible fr a key a Key Hlder must have the fllwing: A University ID Card. If keys are issued t gain access t restricted areas the Key Hlder must have authrised access which will be recrded and maintained in the system. Authrised access is nly given t staff that have undergne apprved and apprpriate training. Keys are issued fr the purpse f accessing areas t carry ut wrks and services in The University buildings. 2. Issue f Keys The Prperty Services Administratin Office Staff will issue keys. The Issuer will recrd int the system wh the keys have been issued t. 3. Key Issue Limits

3 Key Hlders must return keys by 9.00am n the return date specified by the Issuer. Restricted access area keys will nly be issued t thse Key Hlders that have authrisatin as abve. Keys will nly be issued up t a maximum f 5 days. If a key is required fr lnger written apprval is required frm the Key Mnitr. If a key is required fr lnger than a mnth the Issuer must reprt back t The Administratin Office t have the key sighted by The Administratin Office Staff each mnth. Keys required during after hurs, after 5.00pm and befre 7.30am, will be issued by Campus Watch. 4. Mnitring f Keys Administratin staff will cntact the Key Hlder n the first day a key is verdue. Key Hlders authrised t hld keys fr lnger than mnth must reprt int the Administratin Office and have the key sighted by The Administratin Office staff mnthly. The Key Mnitr will be ntified when a key is 48 hurs verdue. After 5 days the Operatins Manager will be ntified there is a key utstanding and take the apprpriate actin. Keys will be audited mnthly and a mnthly reprt prvided t The Senir Management Team where nn-cmpliance t the key plicy has ccurred as utlined in the Key Issuing Plicy. 5. Return f Keys Keys t be returned by 9.00am n the specified return date. Keys issued by Campus Watch must be returned t them. 6. Key Auditing

4 A mnthly key audit will be perfrmed. This will invlve a physical stck take t verify system recrds. If a key is fund t missing the lst key prcess shall be fllwed. A mnthly reprt will be prvided t The Senir Management Team t ntify f any issues that have arisen frm the audit as utlined in the Key Issuing Plicy. 7. Lst r Stlen Keys Keys are valuable and shuld be treated with care. If a key is lst r stlen during wrking hurs, the Key Hlder must cntact the Administratin Office staff immediately. The Administratin Office Staff will cntact the Facility Manager and if required the Facility Manager will arrange fr the lcks t be changed. In the event where the key is lst utside nrmal wrking hurs, the Key Hlder shuld cntact Campus Watch immediately t arrange fr the lcks t be changed. In the event the lst key is subsequently fund by the Key Hlder, it shuld be returned t the Administratin Office as it will n lnger be usable. 8. Misuse f Keys If a Key Hlder is suspected f misusing their keys, then this will be reprted t The Directr f Prperty Services fr cmment and/r reslutin. Misuse f keys culd include, but is nt limited t: Inapprpriate use f keys. Repeatable ccurrences f nt returning keys n the specified date. Repeatable ccurrences lsing keys. Use f keys by smene ther than the Key Hlder. Failure t cmply with any ther University plicy r prcedure related t the use f keys. Misuse f keys by the Key Hlder may lead t: Pssible internal disciplinary actin. Being remved as a key hlder.

5 If an external cntractr the Key Hlder being charged fr any csts incurred by The University. Intentinal misuse f a keys fr persnal gain is fraudulent behavir under The University s Fraud Plicy and will be referred t the relevant authrities fr the purpses f investigatin and pssible prsecutin. 9. Terminatin f Emplyment If a Key Hlder leaves the emplyment f The University (r its subsidiaries), it is their respnsibility t: Return all keys in their pssessin. 10. Review f Cntinued Use As part f the mnthly audit a review f issued keys and use will be perfrmed by The Administratin Office staff. It will be the respnsibility f the Manager f the Administratin Office Staff t reprt any recmmendatins t The Senir Management Team as utlined in the Key Issuing Plicy. If a Key Hlder n lnger has a need fr their keys, they shuld return the keys t the Administratin Office Staff at Prperty Services as sn as pssible. In all cases the Key Hlder must nt misuse the key (s).