Building Access and Key Policy. University of Portland 5000 N Willamette Blvd Portland, OR Revision 1. February 2007.

Transcription

1 Building Access and Key Policy University of Portland 5000 N Willamette Blvd Portland, OR Revision 1 February 2007 Prepared by: Public Safety

2 Review and Approval This University of Portland Building Access and Key Policy, Revision 1, is hereby approved and effective as of this date. [signed] E. William Beauchamp, C.S.C 2 / 22 / 2007 (Rev.) E. William Beauchamp, C.S.C., President (Date) This University of Portland Building Access and Key Policy, Revision 1, has been reviewed for content and applicability. Officers Review [signed] John T. Goldrick 2/22/2007 [signed] Roy F. Heynderickx 3/09/2007 John T. Goldrick, J.D. Vice President for Student Services (Date) Roy F. Heynderickx, Ph.D. Vice President for Financial Affairs (Date) Director Review [signed] Harold Burke-Sivers 3/09/2007 [signed] Paul J. Luty 3/09/2007 Harold Burke-Sivers Director, Public Safety (Date) Paul J. Luty Director, Physical Plant (Date) i

3 TABLE OF CONTENTS 1.0 PURPOSE DEFINITIONS BUILDING ACCESS HARD-KEY CLASSIFICATIONS KEY LEVELS AND RESTRICTIONS AUTHORITY AND RESPONSIBILITY Public Safety Physical Plant Residence Life Department Head Key Recipients SAFEGUARDING REQUIREMENTS KEY AND/OR LOCK CHANGE REQUESTS NON-RESIDENCE LIFE KEY AND/OR LOCK CHANGE REQUESTS RESIDENCE LIFE INITIAL KEY ISSUANCE & FINAL RETURN TEMPORARY KEY ISSUE VENDOR AND CONTRACTOR KEY ISSUANCE UNIVERSITY STUDENT EMPLOYEE KEY ISSUANCE LOCK-OUT PROCEDURES Offices, Classrooms, Rental Units Residence Halls LOST, STOLEN, OR DAMAGED KEYS Lost Keys Stolen Keys Damaged Keys and/or Locks DUPLICATION AND TRANSFER OF KEYS DISCIPLINARY ACTION AND FEES Lost or Non-Returned Change Hard Key Lost or Non-Returned Sub-Master Hard Key Lost or Non-Returned Master Hard Key Lost or Non-Returned Cardkey KEY POLICY VIOLATIONS (Non-inclusive) POLICY TRAINING AND REVIEW ii

4 1.0 PURPOSE 1.1 The purpose of this policy is to provide adequate University building security for persons and property through the control of entry access. 1.2 In addition, this policy provides for the unrestricted access by Public Safety and selected Physical Plant personnel to all campus areas for reasons of security, safety, health, and maintenance. 1.3 Through this policy, the University shall control the issuance, maintenance, and accounting of keyed and keyless access systems to all its owned and/or maintained buildings, oncampus and off-campus. 1

5 2.0 DEFINITIONS 2.1 Building Master Key is also referred to as a Master Key. 2.2 Campus is defined as the area comprised of any University owned ground, building, or facility. 2.3 Change Key is defined as a single key that opens only one specific lock setting or calibration. 2.4 Core is defined as the part of lock hardware that contains the locking mechanism for use of a hard key and that is removable without the disassembly of the entire lock hardware. 2.5 Contracted Vendor is defined as a non-university entity that is temporarily employed by the University to provide service; e.g., construction company, fire system contractor, etc. 2.6 Department Head is defined as the director, dean, chair, or supervisor of a University department; e.g., Registrar, Performing & Fine Arts Chair, Engineering Dean, and Residence Life Director. 2.7 Electronic Access Control Cardkey or Cardkey is defined as a card-type device used for opening or closing an electronic lock, for example by proximity, swiping, or inserting the cardkey onto/into the locking devise. 2.8 Employee is defined as any University staff, faculty, or student who is in the employment of the University of Portland. 2.9 Hard Key is defined as a metal notched device for opening or closing a lock Key or Keys is defined as both manual hard key and electronic access control cardkey and hereby used interchangeably Keyed or Pinned is defined as the process or product of having a lock prepared to receive a designated hard key Key Request is defined as a request for a key to a person previously not authorized said key or for additional keys for use by a department and/or person Key Ring is defined as a collection of Master or Sub-Master Keys (Hard); e.g., the key rings utilized by Physical Plant maintenance personnel Lock Box is defined as a lockable metal container in which key(s) are stored for security and/or policy reasons Lock Change Request is defined as a request to have the existing lock mechanism changed (to include physical replacement) making the current key inoperable. A lock change request necessitates a key request. 2

6 2.16 Master Key is defined as a key that opens or closes all locks of a building, both inner and outer locks Sub-Master Key is defined as a key that opens multiple locks of different settings or calibrations, but not all the locks within that building; e.g., the same key opens or closes the office locks within a single department. 3

7 3.0 BUILDING ACCESS 3.1 The buildings and facilities of the University are available for general use by University employees and students, and by non-university personnel who have receive University authorization. 3.2 Under normal circumstances, University buildings and facilities will be opened (outside doors unlocked) for business, scheduled events, classes, labs, etc., as required. 3.3 After-hour (non-normally scheduled) access to University buildings and facilities may be gained by use of an authorized/assigned key or by requesting Public Safety to provide access. 4

8 4.0 HARD-KEY CLASSIFICATIONS 4.1 Area Keys master key series or other keys that are used with or without devices to control security/access to an area other than a building; e.g., gates, streets, roads, etc. 4.2 Building Door Keys master key series and other keys to doors that are an integral part of the building to control access to the building itself or to specific rooms within the building. 4.3 Casework Keys master key series or other keys that control security and/or operation of cabinets and the like, that are large and immobile or are permanently fixed to the building. 4.4 Elevator Keys master key series or other keys that control security and/or operation of building elevator(s) and are separately identified due to different handling. 4.5 Equipment Keys master key series or other keys that control security and/or operation of equipment that is owned by the University. 4.6 Furniture Keys master key series or other keys that control access to furniture such as file cabinets, desks, etc. These keys may be utilized for common use by more than one department; all respective Department Heads must agree to the sharing arrangement. 4.7 Housing Door Keys master key series and other keys to doors that are an integral part of housing (building, unit, or room) to control access to the building/unit itself or to specific rooms within the building/unit. 4.8 Mailbox Keys master key series or other keys to faculty, staff, and student mailboxes. 4.9 Utility Keys master key series or other keys that control security and/or operation of miscellaneous items such as electrical panels, fire alarm panels, time clocks, lockers, etc Vehicle Keys master key series or other keys that control security and/or operation of University vehicles, to include dispatched vehicles and vehicles that are assigned on a permanent basis. 5

9 5.0 KEY LEVELS AND RESTRICTIONS 5.1 All Building Door and Housing Door Keys utilized by the University shall be placed into levels dictating the scope of the key and restrictions of use and/or issue. 5.2 Change Key The lowest level of key in that it can only be utilized on a specific door or group of doors that are particular to that key. Examples of a Change Key include: individual office key and single residence hall student room key. The appropriate Department Head, Director, or Officer is authorized to issue a Change Key. 5.3 Sub-Master Key The middle level of key in that it can be utilized on multiple interior doors of a specific building. Examples of a Sub-Master Key include: single key for differently keyed departmental offices and single key for a residence hall s student rooms. The appropriate Department Head, Director, or Officer associated with a respective building is authorized to issue a Sub-Master Key. 5.4 Master Key The highest level of key in that it can be utilized for both interior and exterior doors to a specific building. Also referred to as a Building Master Key. Examples of a Master Key include: Residence Hall Master Key utilized by a hall director and Rentals Master for the Physical Plant. Master Key issue is limited to: o Deans or Directors whose responsibilities require access to a specific building and respective areas. o Certain other administrators who require access to a specific building and respective areas within their responsibilities. o University Officers or designates who have the need to access buildings and respective areas within their responsibility. o Physical Plant employees who require access to buildings and respective areas in the performance of University duties. o Public Safety employees who require access to buildings and respective areas in the performance of University duties. Issuance Authorization: o Department Heads, Directors, or Officers are authorized to issue a Master Key. 6

10 o Issuance to an individual not listed in section 5.4 must be approved by the Director of Public Safety and authorized by the requesting department s respective University Officer; e.g., if Physical Plant makes the request, the Vice President for Financial Affairs must authorize. 7

11 6.0 AUTHORITY AND RESPONSIBILITY 6.1 Public Safety Public Safety has primary responsibility for the security of University buildings and facilities, maintenance of electronic access software and programming, the issuance of keys, and maintaining key issuance records. The Director of Public Safety has primary approval authority for key requests as per this policy s key request procedure. o The Director of Public Safety may assign Public Safety approval authority to a Public Safety representative. o If assignment of Public Safety key request and/or lock change request approval authority is made, it shall be so stated in a memorandum signed by the Director of Public Safety and a copy provided to the Physical Plant. Public Safety is the only issuing authority of keys to contracted vendors. 6.2 Physical Plant The Physical Plant s Lock Shop is responsible for maintaining University locks (manual and electronic-lock hardware). o This includes the routine inspection of University lock hardware as part of a preventative maintenance process. o The Lock Shop is also responsible for recommendations to lock hardware replacement as a result of lock change requests, preventative maintenance, new installation, or upgrade. The Lock Shop is responsible for providing relevant information, suggestions, and opinion to Public Safety and/or Department Heads related to key requests and/or lock changes. The Lock Shop is responsible for the manufacture of all University hard-keys and their issue per this policy s procedure. o The manufacture of University hard-keys shall follow a master re-keying list as generated by the Lock Shop and jointly approved by the Physical Plant Director and the Public Safety Director. o The Lock Shop shall maintain a record of keys manufactured and returned, to include the names of individuals to whom the manufactured keys are issued. o Each manufactured hard-key classified as a Building Door Key or a Housing Door Key shall be stamped, at a minimum, with: 8

12 A specific identifying code that is unique to that key; e.g., AAA04 AAA designates the building and classification, and 04 designates the fourth (4 th ) of a series of duplicates. Do Not Duplicate Keys classified other than Building Door Key and Housing Door Key shall be identified in a manner to provide a record of the keys issue and use. o The Lock Shop is the only authorized source for manufacture of University hard-keys, except as approved by the Vice President for Financial Affairs. 6.3 Residence Life is responsible for the receipt and accountability of keys provided for University housing (on-campus and off-campus). 6.4 Department Head Department Heads are responsible for reviewing and approving respective department employee key requests and/or lock changes. Department Head status is the lowest level of management issued approval authority for respective department key requests and/or lock changes. Department Heads may assign key requests and/or lock change requests to a department representative, provided a written authorization memorandum citing a specific, single individual and signed by the Department Head is current and on file at Public Safety. In the case of key requests and/or lock changes specifically for the Department Head s own use, approval authority for the requests is the Department Head s supervisor. In no case, shall the same person to whom the requested key and/or lock change is issued authorize the request. Department Heads are responsible for the timely reporting to Public Safety and liability of lost or unreturned keys from reporting staff/faculty. Department Heads are responsible for securing University keys from reporting staff/faculty when the employee s employment ends or assigned duties do not require the use of issued access. 6.5 Key Recipients University employees and contracted vendors who are issued keys accept responsibility for proper use and proper safeguarding. Employees are authorized to use the issued keys to gain access to their work stations during normal working hours, for overtime work, and as approved by their Department Head. 9

13 Accessing areas by University employees and/or contracted vendors by key access to gain entry to University areas (buildings, facilities, offices, classrooms, etc) not required by assigned duties is strictly prohibited. University employees are responsible for reporting lost keys immediately to their Department Head and to Public Safety. Contracted Vendors are responsible for reporting lost keys immediately to Public Safety. University employees and contracted vendors must return their keys to Public Safety when no longer required, or as otherwise outlined in this policy. 10

14 7.0 SAFEGUARDING REQUIREMENTS 7.1 Any University key shall not be loaned, issued to, or made available by any other means to unauthorized persons. 7.2 Master Key Rings, route keys, and residence hall room master keys are to be worn attached to a belt with a minimum of two (2) attachment points. At no time shall the key rings/keys be utilized with less than one continuous attachment point. Example: The use of a belt clip and a retractable key chain that is itself attached to the belt. 7.3 Master keys shall not be taken off campus except for authorized University business. 7.4 Lock Boxes shall be utilized by each department as warranted. The Department Head shall approve the placement, type, and number of lock boxes for his/her department with the advice and concurrence of the Public Safety Director. Lock boxes shall only be requested/purchased through the Physical Plant, but the cost shall be born by the requesting department. Physical Plant shall mount the lock boxes. Lock boxes, at a minimum, shall be utilized for the following: o Master keys o Master key rings o Route keys o Additional keys 11

15 8.0 KEY AND/OR LOCK CHANGE REQUESTS NON-RESIDENCE LIFE 8.1 All requests for keys and/or lock changes, other than from Residence Life, must be made to Public Safety and be in writing (Key/Lock Change Request Form or ) from the Department Head. 8.2 Once received, the Director of Public Safety shall determine the merit of the request and consequently authorize or deny it. If authorized, the request shall be forwarded to the Physical Plant for the generation of a work order for the Lock Shop. The requesting department shall also be notified of request authorization. If denied, the request shall be returned to the requesting department with rationale for the denial determination. 8.3 Once the request is authorized and notification is received by the Physical Plant, a work order for the key and/or lock change shall be generated for the Lock Shop. The Lock Shop shall investigate the merit of the key and/or lock change work order, and shall contact Public Safety if it has questions, alternatives, comments, or does not concur. If the Lock Shop does not concur with the key and/or lock change work order, Public Safety and the Physical Plant shall discuss the request. Final decision to proceed with the authorized key and/or lock change work order shall be made by the Director of Public Safety, who shall provide said decision to the Physical Plant via and/or written memorandum. The Lock Shop shall provide Public Safety and the requesting department a schedule for the completion of the work order. Once completed, the Lock Shop shall notify both Public Safety and the requesting department of the work order status. 8.4 Distribution of keys resulting from the work order. For all keys assigned to faculty and staff (with the exception of Physical Plant employees), the keys shall be provided to Public Safety for proper distribution. All replaced keys, if available, shall be returned to Public Safety prior to receipt of the new key. Public Safety shall provide all returned keys to the Lock Shop for inventory and destruction, if warranted. 8.5 Cost of work performed and materials required as a result of the authorized key request and/or lock change may be charged to the requesting department. 12

16 9.0 KEY AND/OR LOCK CHANGE REQUESTS RESIDENCE LIFE 9.1 All requests for keys and/or lock changes for on-campus and off-campus housing shall be made by the Director of Residence Life in writing (Key/Lock Change Request Form or ) directly to the Physical Plant for work order generation. Public Safety shall be copied on the key and/or lock change request. 9.2 Once the request is received by the Physical Plant, a work order for the key and/or lock change shall be generated for the Lock Shop. The Lock Shop shall investigate the merit of the key and/or lock change work order, and shall contact Residence Life and Public Safety if it has questions, alternatives, comments, or does not concur. If the Lock Shop does not concur with the key and/or lock change work order, Residence Life and the Physical Plant shall discuss the request. Final decision to proceed with the authorized key and/or lock change work order shall be made by the Director of Residence Life, who shall provide said decision to the Physical Plant via and/or written memorandum. The Lock Shop shall provide Residence Life and Public Safety a schedule for the completion of the work order. Once completed, the Lock Shop shall notify both Public Safety and the requesting department of the work order status. 9.3 Distribution of keys resulting from the work order. For on-campus housing: o The Lock Shop shall place the number of requested student keys in the respective residence hall s key lock box, and provide proper notification to that residence hall s director. Any extra replaced keys in the residence hall s lock box will be removed by the Lock Shop for inventory and destruction, if warranted. o The Lock Shop shall deliver the number of requested additional keys to Residence Life. Any extra replaced keys in the possession of Residence Life will be removed by the Lock Shop for inventory and destruction, if warranted. o All replaced keys, if available, shall be returned to the Lock Shop for inventory and destruction, if warranted. For off-campus housing: o The Lock Shop shall provide the requested number of tenant keys to Public Safety for proper distribution. 13

17 All replaced keys, if available, shall be returned to Public Safety prior to receipt of the new key. Public Safety shall provide all returned keys to the Lock Shop for inventory and destruction, if warranted. o The Lock Shop shall provide the requested number of additional keys to Residence Life. Any extra replaced keys in the possession of Residence Life will be removed by the Lock Shop or inventory and destruction, if warranted. o The Lock Shop shall provide one key to the Assistant Director of the Physical Plant for the Rental Unit Lock Box, who will provide the Lock Shop with the replaced key for inventory and destruction, if warranted. 9.4 Cost of work performed and materials required as a result of the authorized key request and/or lock change may be charged to Residence Life or the on-campus student/offcampus tenant. 14

18 10.0 INITIAL KEY ISSUANCE & FINAL RETURN 10.1 University non-housing keys shall be issued to a University employee when he/she begins campus employment, is promoted, transfers departments, or changes room assignments. Keys shall be issued by Public Safety University housing keys shall be issued to a University student when he/she moves into campus housing (on- or off-campus) or transfers to other campus housing (on- or offcampus). Keys shall be issued by Residence Life University non-housing keys shall be returned when an employee retires, resigns, is promoted, transfers departments, changes room assignment, or is terminated. Keys shall be collected by the employee s respective Department Head and forwarded to Public Safety University keys are not to be mailed. All key issuance and final returns must be made in person at Public Safety University housing keys shall be returned when a University student leaves campus housing (on- or off-campus), or transfers to other campus housing (on- or off- campus). Keys shall be collected by Residence Life Issuance of keys shall follow the key request procedures as outlined in this policy The holder of an issued key assumes responsibility for the safekeeping of the key and its use Refusal to return a key upon request may result in arrest for theft of University Property. 15

19 11.0 TEMPORARY KEY ISSUE 11.1 There may be a need to temporarily issue a key to a University employee or contracted vendor. Examples include: o Temporary issue of the Rentals Master to a mechanic (who has not been issued that key) to perform rental maintenance. o Temporary issue of an employee s office key that was forgotten at home. o Temporary issue of a key to a contracted vendor to provide access to an area during the performance of its duties Key request procedures as outlined in this policy shall be adhered to with the following additions/exceptions: The Key/Lock Change Request Form shall be annotated to show the duration of the temporary key issue. The requesting Department Head shall have oversight responsibility for the temporary key during its issuance. At no time, shall a temporarily issued key be kept or taken off campus when the employee or vendor is not performing duties for which the temporary key was issued. The temporary key must either be returned to the distributing department (Public Safety or Residence Life) for safe keeping or secured in the requesting department s lock box. The requesting Department Head shall also have oversight responsibility for the return of the temporary key to the distributing department (Public Safety or Residence Life) Additional keys may be issued to a department for routine use of a temporary nature; e.g., residence hall master key, residence hall room keys, route keys, contractor keys, etc. Issuance of additional keys to a department must follow key request procedures as outlined in this policy. The department to whom the additional keys are issued has full responsibility for the keys safeguarding and use. The additional keys shall not be issued to any individual on a permanent basis. All additional keys will be checked-out from and checked-in to the issuing department upon the completion of the duties requiring that key s usage or the end of the daily work-shift of the individual who checked-out the key, which ever is earlier. 16

20 At no time, shall an additional key be kept or taken off campus when the individual to whom the key was issued is not performing duties for which the temporary key was issued. All additional keys shall be kept in the department s key lock box. Each department shall establish and maintain a written record of when additional keys are issued and returned. 17

21 12.0 VENDOR AND CONTRACTOR KEY ISSUANCE 12.1 The issuance of keys to vendors and contractors shall follow the procedures as outlined in this policy In addition, all vendors and contractors issued any level of University key must present picture identification and a vendor and/or contractor representative shall sign for the key While in possession of a University key, the vendor and/or contractor shall abide by this policy in whole or in part, as applicable The requesting Department Head is ultimately responsible for the key(s) issued to a vendor and/or contractor Non-regular University working hour key access may be provided to a vendor and/or contractor if approved by the Director of Public Safety and authorized by a University Officer, in writing ( acceptable). 18

22 13.0 UNIVERSITY STUDENT EMPLOYEE KEY ISSUANCE 13.1 The direct issuance of keys to a University student employee for use in his/her work duties is strictly prohibited A Department Head may request additional keys for his/her department as outlined in this policy, and may then temporarily issue the keys to his/her department student employees The Department Head retains responsibility for the requested key(s) Use of a temporarily issued University key to a University student employee shall be confined to regular University working hours of the requesting department and shall otherwise be bound by the procedures of this policy Non-regular University working hour access shall be provided by Public Safety, and an After-Hour Pass must be issued by the respective Department Head. 19

23 14.0 LOCK-OUT PROCEDURES 14.1 Offices, Classrooms, Rental Units If a University employee or student is locked-out of his/her office, classroom, or rental unit due to faulty lock hardware, faulty key, or unavailability of the required key (misplaced, forgotten, lost, etc) and, in the case of office or classroom, the individual s department cannot provide access, the individual or respective department shall contact Public Safety, who then becomes the only entity authorized to provide access. Public Safety may require identification of the individual or respective department demonstrating that the person is a University faculty or staff member or student. Public Safety may also require information from the individual or respective department demonstrating that the individual is allowed entry to the office, classroom or rental unit. If identification and entry requirement validation cannot be met (whether through personal recognition/knowledge or verification), Public Safety will not provide entry. Identification and/or entry validation requirement may be waived if the individual s identification and/or proof of entry validation is located within the office, classroom, or rental unit to which entry is requested; e.g., a purse with keys, identification, etc is locked within. o Public Safety shall unlock the office, classroom, or rental unit and ask the individual to provide the requested identification and/or entry validation. o If identification and/or entry validation is not provided to the satisfaction of Public Safety, the office, classroom, or rental unit shall be vacated and relocked; continued entry will be denied. If Public Safety cannot gain access to the office, classroom, or rental unit, the Lock Shop shall be notified and assistance requested Residence Halls If a student is locked-out of his/her residence hall unit, the student shall contact his/her hall director, assistant hall director. Following identification and entry validation by the student s hall director or assistant hall director, the student may be issued a temporary key. o The temporary key issue cannot exceed 48 hours. o If the student s assigned key cannot be located within the 48-hour period, a lockchange shall be requested. 20

24 15.0 LOST, STOLEN, OR DAMAGED KEYS 15.1 Lost Keys Lost keys are to be reported to the respective Department Head and to Public Safety immediately. The Director of Public Safety, based on testimony of the circumstances surrounding the lost key, input from the individual s department, and the recommendation of the Lock Shop, shall make a determination of whether a lock-change is required or a duplicate key shall be requested. A service fee for the lock-change or duplicate key will be assessed. If a lost key is later found, it must be returned to Public Safety; the service fee may be refunded Stolen Keys Stolen Keys are to be reported to the respective Department Head and to Public Safety immediately. A detailed police report shall be filed at Public Safety, documenting the circumstances of the theft. A key-change request shall be generated by Public Safety. Service fees shall not be assessed if a stolen key is reported and a police report is filed Damaged Keys and/or Locks If a key is broken or otherwise damaged, the piece(s) shall be taken to Public Safety or Residence Life, as applicable per this policy. Public Safety or Residence Life, as appropriate, shall verify that the key is damaged. o For faculty, staff, and rental unit tenants, Public Safety shall initiate the necessary key replacement request to the Lock Shop. o For residence hall students, Residence Life shall implement its key replacement procedures. If a key is broken off in a lock, it must be reported to the respective Department Head and Public Safety immediately. Public Safety or Residence Life, as appropriate, shall request the Lock Shop to affect repairs. Service fees shall not assessed for damaged or broken keys if it is determined that negligence was not a factor. 21

25 Damaged or malfunctioning locks shall be reported to the Physical Plant or Public Safety through appropriate channels; e.g., hall director, department head, etc. 22

26 16.0 DUPLICATION AND TRANSFER OF KEYS 16.1 Transfers of University keys directly from one person to another without approval from the Director of Public Safety or the Director of Residence Life, as appropriate, is strictly prohibited Duplication of any University key by any entity other than the University Lock Shop is strictly prohibited Unauthorized keys (non-authorized transferred or duplicated keys) shall be confiscated and provided to Public Safety Any faculty, staff, or student found in the possession of an unauthorized University key (whether transferred, loaned, or duplicated) will be subject to disciplinary action. 23

27 17.0 DISCIPLINARY ACTION AND FEES 17.1 The Vice President for Financial Affairs is authorized by this policy to require payment of a reasonable fee to the University for each University key not returned or lost by an individual and associated disciplinary action as set forth in this paragraph The individual s department is responsible for the fee if the University is unable to secure payment from the individual All fees are applicable to faculty, staff, students, and contracted vendors utilizing University keys Lost or Non-Returned Change Hard Key $10.00 for each change key lost or not returned. $35.00 for each lock that was required to be re-keyed as a result of the lost or non-returned change key. Disciplinary action may consist of a written warning and a six- (6-) month probation Lost or Non-Returned Sub-Master Hard Key $50.00 for each sub-master key lost or not returned. $35.00 for each lock that was required to be re-keyed as a result of the lost or non-returned sub-master key. Disciplinary action, at a minimum, shall consist of: o A written warning. o A three- (3-) day suspension without pay for University employees. o Six- (6-) month probation Lost or Non-Returned Master Hard Key Fee shall consist of actual cost associated with the lock-change that resulted from the lost or non-returned master key. Disciplinary action, at a minimum, shall consist of: o A written warning. o A five- (5-) day suspension without pay for University employees. o Six- (6-) month probation. 24

28 o In addition, termination of University employment or expulsion from the University shall be considered Lost or Non-Returned Cardkey $10.00 for each lost or not returned cardkey. 25

29 18.0 KEY POLICY VIOLATIONS (Non-inclusive) 18.1 Loaning keys without authorization Transference of keys without authorization Duplication of keys without authorization or not from the University Lock Shop Alteration of keys, locks, or door mechanisms Propping of doors normally to be in a closed and/or secured position without prior approval from Public Safety or Residence Life (as appropriate); e.g., fire doors, exterior doors, etc Admitting a person or persons into a secured building and/or area who does not have own access capability Failure to return a key when requested by Public Safety, respective Department Head, or when leaving the University; e.g., employment, student status, completion of contract by vendor, etc Damaging, tampering, vandalizing, or unauthorized installation/repair/replacement of any University lock or security device Loss of University key(s) Failure to return or check-in University key(s) at the end of a scheduled work shift, as outlined in this policy Improper security of University keys; e.g., master keys in a non-operational lock box The taking of a Master Key off-campus while not in the performance of University duties, as outlined in this policy. 26

30 19.0 POLICY TRAINING AND REVIEW 19.1 Education and training with respect to this policy shall be the responsibility of Public Safety in conjunction with the Physical Plant and shall be at no cost to University departments and vendors Annual review of this policy is the responsibility of the University s Presidential Committee on Health and Safety (PACHS) PACHS shall provide its policy review assessment and recommendations to Public Safety, who shall make final determination if policy changes are warranted. 27