Control
of Keys to Facilities UPPS
No. 08.02.01
Issue No. 7
Effective Date: 03/31/2011
Review:
October 1 E5Y
01. POLICY
STATEMENT
01.01 The
university’s key control policy is the framework by which all keys and facility
access credentials are issued, duplicated, stored, controlled, returned,
replaced, and accounted for to maintain security in residence hall rooms and
security of facilities, equipment, furnishings, books and confidential
material.
02. KEY SYSTEMS
02.01 Access
Services designs key systems for use on university facilities. Access Services must
approve all key systems used or installed on university-controlled property or
facilities.
02.02 Definitions
a. Great Great Grand Master (GGGM), Great
Grand Master (GGM), Grand Master (GM) Keys – are the highest keys in a system
depending on the number of levels in the system, with GGGM being the most
complex. This key operates all locks in a keyway, opens multiple locks, for
multiple buildings.
b. Master Key – operates all locks within
a building or group of locks in multiple buildings.
1) Building Master Key – operates all
locks within a building.
2) Mechanical or Custodial Master Key –
operates all locks in a group of locks for specific use rooms across multiple
buildings (i. e. mechanical rooms, Intermediate Distribution Frame (IDF) or communications
rooms).
3) Sub-Master (Floor-master) – operates
all locks in a specified area of a building. Typically on a by-floor basis but
can span multiple floors depending on building usage.
c. Change Key – operates one lock, or two
or more locks keyed alike within a building. This is the lowest level key in a
keyway.
d. Departmental Key File – are change and
master keys maintained by a department for periodic or incidental use or
issuance to an employee (i. e. on-call key rings, first-call classrooms).
03. LOCK SHOP KEY FILES
03.03 The
university Lock Shop will maintain a complete set of keys of all university
facilities, buildings, and locks in a secure monitored location with a
multi-method access log showing each instance the keys are accessed and by
whom.
04. MANUFACTURE OR DUPLICATING OF KEYS
04.01 The
manufacturing, cutting, or duplicating of any university key by a person other
than the university locksmith is forbidden and offenders will be subject to
disciplinary action.
05. KEY ISSUANCE AUTHORITY
05.01 Access
Services will issue and document all university facilities keys.
05.02 Each
divisional or departmental office administrative head or account manager shall
designate a person or persons who are authorized to request the issuance of
keys to buildings or rooms under the control of their department or division.
05.03 Access
Services will coordinate with authorized key requestors to establish practices
and procedures within the divisions and departments supportive of proper key
control.
06. KEY AUDIT PROCEDURES
06.01 Access
Services will conduct annual audits of issued keys.
a. Access Services will provide each
department with a list of keys issued to the department or to departmental
personnel for verification of key inventory and issuance. Departments will
complete an audit of keys and return the audit to Access Services.
b. Access Services may conduct physical
on-site audits of individual or departmental keys at anytime.
c. Access Services will conduct annual physical
audits of all GGGM, GGM, GM, and Secure Keyway keys.
d. Access Services will conduct annual
physical audits of all keys issued off the university’s keyways (also known as
“off-master” keys).
07. PROCEDURES FOR OBTAINING AND RETURNING
KEYS
07.01 Issuance
of Keys
a. Authorized key requestors shall
request keys from the Lock Shop in writing (e. g., campus mail, email, work
order) including the name and office of the intended key holder, and a list of the
buildings and rooms to which the key holder should be granted access.
b. Only the identified key holder may
pick up keys at Access Services (see exceptions noted in Sections 08. and 12.).
The key holder must sign a receipt for the keys (see Attachment I, Key Issuance
Form).
c. Access Services will maintain a computerized
database showing issued keys and key holders as well as written copies of
receipts by key holder and by building.
d. The keys issued to a key holder are
intended for use by that person only.
07.02 Returning
of Keys
a. The key holder must return all keys to
Access Services (see exceptions noted in Sections 08. and 12.).
b. A key holder may not directly transfer
keys to another person or party.
Departments may not retain keys in anticipation of the replacement or a
transferring or terminating employee.
c. Access Services will update its
records to show the return of the keys.
07.03 Keys
to Housing and Residential Life Facilities
a. The director of Housing and
Residential Life or a designee is responsible for issuing residence hall, residence
room or apartment keys for use by residents and departmental employees.
b. Housing and Residential Life will
maintain procedures and records for key control in line with this policy and
approved by Access Services.
c. For the issuance of replacement residence
hall keys, or the re-keying of any campus housing area, the director of Housing
and Residential Life or a designee will provide a written request or work order
to Access Services.
d. The authorized key requestor for
Housing and Residential Life will sign a receipt for keys issued to Housing and
Residential Life.
e. Housing and Residential Life is
authorized to charge the resident for costs associated with lost keys and the
expense of re-keying to recover both actual costs (labor, materials, and
markup) and administrative costs required to process the work request. Housing
and Residential Life will initiate these charges. The director of Housing and
Residential Life or a designee will provide a work order to the Lock Shop which
indicates the number of keys necessary as well as other work required.
07.04 Keys
to Round Rock Higher Education Center (RRHEC)
The
Round Rock Higher Education Center (RRHEC) University Police Department (UPD)
office located at the RRHEC will manage and control key issuance on that campus
in accordance with this policy.
08. MASTER KEYS
08.01 Obtaining
Master Keys
a. Employees who are authorized to obtain
building master keys are:
1) Vice presidents (for the J. C. Kellam
Building and any other building where space is assigned to the vice president's
division);
2) Academic deans (any academic building
under their responsibility);
3) Custodial supervisors (building
responsible for);
4) Maintenance supervisors (building
responsible for);
5) Director of Housing and Residential
Life (for residential hall staff use);
6) Department chairs and school directors
(in any building assigned exclusively to one academic or administrative
department);
7) Director, Materials Management;
8) Director, Environmental Health,
Safety, and Risk Management; and
9) Access Services and Lock Shop.
b. Building Master Key Sets – The
following offices will maintain a complete set of the building master keys. All
other key requests for building master keys must be approved by the appropriate
vice president:
1) Vice
2) University locksmith (all locks on
campus, including separately or off-master keyed areas);
3) University Police, director of
Facilities Operations, director of Custodial Operations, and director of
Materials Management (all building master keys, not including the separately or
off-master keyed areas); and
4) The associate director of Housing and
Residential Life-Residence Services (building master keys for all residence
halls and all areas within the halls).
c. Building Mechanical and Custodial
Master Keys – Employees in the following departments are authorized to receive
master keys to mechanical rooms and custodial closets as required to perform
their job duties:
1) University Police Department;
2) Associate director of Housing and
Residential Life-Residence Services;
3) Information Technology;
4) Director, Environmental Health,
Safety, and Risk Management;
5) Facilities custodians and the trade
shops; and
6) Campus Recreation.
d. Sub-master keys (floor-masters) – Administrative
heads responsible for all the space the sub-master key controls, and the
building custodians and maintenance personnel, as needed to perform their job
duties are authorized to receive sub-master or floor-master keys.
08.02 Departmental
Key Files
a. The following individual departments are
authorized to maintain key files for departmental duties and operations. Access
Services will issue all keys used in departmental key files. The individual
departments will maintain key files using key control policies and procedures
in accordance with this policy and approved by Access Services:
1) The Registrar's Office is authorized
to maintain a file containing outside door keys and individual classroom keys
for Derrick Hall, Evans Liberal Arts, Flowers Hall and the Centennial Hall
(first-call classrooms);
2) Housing and Residential Life is
authorized to maintain key files for residential rooms and buildings; and
3) UPD is authorized to maintain key
files for Lock Shop operations.
b. Academic functions requiring access to
all academic buildings over a weekend or after normal business hours must
arrange, a minimum of forty-eight hours in advance, for access through the
academic department controlling the space or
08.03 Security
of Master Keys (Master, GM, GGM, GGGM)
a. To limit university risk, Access
Services will issue master keys to the minimum number of employees necessary to
perform needed functions.
b. Master keys should not leave university
property.
c. Access Services will issue master keys
directly to the specified individual.
d. Those individuals issued master keys
should physically secure the keys when not in personal use in either a key safe
or unmarked locked cabinet or drawer inside a locked area. Access Services
should review and approve key storage and practices.
e. Departments maintaining master keys or
key files not issued directly to an individual must have check-out procedures reviewed
and approved by Access Services. The check-out procedures should document when
the key was checked out, when returned, and the individual responsible for the
key.
f. Departments or offices maintaining
master keys or key files will have a designated person to act as key
controller.
g. Access Services may conduct audits of
key control practices.
09. ELECTRONIC ACCESS SECURE KEYWAY
09.01 Access
Services may key all doorways equipped or controlled with electronic access
control to a separate keyway maintained for electronic access. Access Services
will determine whether an area implementation of the Secure Keyway is
appropriate or warranted.
a. Only UPD will be issued master keys,
GM, GGM, or GGGM keys that operate the Secure Keyway.
b. Issuance of change keys to individual
doors or groups of doors equipped with this keyway shall be limited to one or
two keys only.
c. Keys issued to this keyway will be
subject to an on-site physical key audit at least once every two years.
d. Master keys issued to this keyway require
annual physical on-site audits.
e. Re-keying is mandatory if a Secure
Keyway key is lost or misplaced.
f. Persons who would normally have access
to an area using a master key under Sections 08.01, 08.02, or 13.01 will have
appropriate electronic access permissions to allow access areas keyed to the
Secure Keyway.
10. SEPARATELY OR OFF-MASTER KEYED OFFICES
10.01 University
master, GM, GGM, GGGM keys cannot open separately-keyed or off-master keyed
offices.
10.02 UPD
and Access Services will provide a security and keyway analysis for all
requests when receiving a request for a separately-keyed area.
10.03 The
president must approve requests to key an office or other area separately from
the university grand master system.
10.04
11. PROCEDURES REGARDING LOST, STOLEN OR
UNRETURNED KEYS
11.01 Individuals
and departments must report immediately all lost, stolen, or unreturned keys to
Access Services and UPD.
11.02 Access
Services shall provide a written report to the director of UPD and vice president
for Student Affairs outlining the exposure and risk posed by the lost key,
strategies for mitigating the loss, and estimated costs.
11.03 Departments
whose employees lose a key will pay to re-key all doors or buildings affected by
replacing all current key holders’ keys. The vice president for Student Affairs
and the director of UPD will decide the extent of re-keying.
12. KEYS
ISSUED FOR CONSTRUCTION OR CONTRACT SERVICES
12.01 Issuing
keys for construction or contract services –
13. AUTHORIZED CAMPUS KEY FILES
13.01 Grand
master keys (GM, GGM, GGGM) are authorized through the Office of the Vice President
for Student Affairs and issued through Access Services. Those authorized are as
follows (excluding Secure Keyway in Section 09.01).
a.
b. Director
of University Police
c. Vice
presidents
d. Associate
vice president for Facilities
e. Director
of Custodial Operations
f. Director
of Facilities Management
g. Director
of Facilities Operations
h. University
locksmiths
i. Director,
Environmental Health, Safety, and Risk Management
j. Planner
or estimator
k. Network
operations technicians
l. University
photographer
m. Associate
director of Housing and Residential Life-Residence Services
n. Head
A/C mechanic crew supervisor
o. Electric
or fire system safety specialist
p. Director,
Planning, Design and Construction
13.02 Separately-Keyed
Offices – Only the president or the director of UPD will receive keys for
offices keyed separately or off-master that a university master or grand master
key will not open.
14. REVIEWERS OF THIS UPPS
14.01 Reviewers
of this UPPS include the following:
Position Date
Director, University Police Department October 1 E5Y
Vice
Associate Director, Housing and
Residential Life-Residence Services October 1 E5Y
Access Services October 1 E5Y
15. CERTIFICATION STATEMENT
This
UPPS has been approved by the following individuals in their official
capacities and represents Texas State policy and procedure from the date of
this document until superseded.
Director,
University Police; senior reviewer of this UPPS
Vice
President