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Facilities and Planning

Key Control Policy
Chapter 510

Contents:

 

 

GENERAL POLICY

All faculty/staff, students and affiliates must identify themselves by photo ID cards when requesting or receiving a key.  To print out a key request form please click here: key request form .

1.a Definitions:

Faculty/Staff - all state employees, regardless of source of funding.

Affiliates - individuals issued keys to conduct business on campus (i.e., B.A.S.C., SUNY Research Foundation, Brockport College Foundation, vendors, etc.) The Assistant Vice President for Facilities and Planning and the campus locksmith are responsible for key inventories and the review of all requests.

Emergency exit doors are not to be secured in any way that prevents safe egress by the building occupants during an emergency. Likewise, for security reasons, emergency exits are never to be left in an open or unlocked condition.

ACADEMIC/ADMINISTRATIVE BUILDINGS

Building master keys will be made available and assigned only to building coordinators and the Department of University Police.

Submasters will be given to deans, directors, or chairs for their areas of responsibilities.

Faculty and staff should be given keys to spaces assigned to them and to storage areas that directors and chairpersons approve.

All keys will be issued at the Campus Lock Shop to the individual who is requesting such key(s). A key will be made only after approval of the building coordinator, the dean, director or chairperson and the assistant vice president for facilities and planning. Individuals transferring to different locations must return the old keys to the Lock Shop and pick up new keys after obtaining the necessary approvals.

A record of each key assigned to a faculty/staff member, student or affiliate will be kept by the building coordinator and the Campus Lock Shop.

It is the responsibility of a faculty/staff member who will be away from the campus for some time (i.e., longer than one semester) or is separating from service, to turn in all keys to the Campus Lock Shop where he or she will receive a receipt for all keys surrendered and/or make payment for any missing keys. Employees separating from employment with the campus will not be considered to have met their obligation to the campus unless all keys issued to him or her have been returned to the Lock Shop. Final paychecks may be held until all keys have been returned. Adjunct faculty may retain their keys over the summer if they are to be re-appointed in the fall. This requires written approval of the department chair.

Faculty/staff, students or affiliates who enter locked buildings are responsible for securing all doors they use.

All lost or stolen keys must be reported in person to the Department of University Police. The Lock Shop will not replace a lost key(s) until a report has been filed with the Department of University Police and signed by the individual who lost the key(s). A fee for replacement of each lost key will be assessed. An additional fee for re-keying any area affected by the loss of keys may also be assessed if University Police determines that rekeying is necessary.

Only in an unusual circumstance or EMERGENCY (involving the safety of life or property) situation should a faculty/staff, affiliate or student allow someone else to use his or her keys. Proper security of state property demands that authorized personnel use discretion in handling keys.

Anyone who has to get into a locked building or room in an EMERGENCY situation, should contact University Police. The person in the building is then responsible for securing all doors that were opened.

Duplication of keys is not permitted. Additional keys and lock changes will be provided by the Campus Lock Shop with the approval of the building coordinator, dean or chairperson, and the assistant vice president for facilities and planning.

If any rooms need to be rekeyed off the master, a written explanation must accompany the Key Request Form, along with an access plan should emergencies (i.e., fire, a flood) occur. The Lock Shop should also provide University Police with a copy(ies) of keys to locks that have been rekeyed.

Key inventory records will be distributed at least annually by the Lock Shop to departmental directors, chairpersons, the director of residential life, and affiliates to be reviewed for accuracy. Department directors, deans, chairpersons, the director of residential life and affiliates will annually verify the accuracy of the key assignment list by performing a physical audit. Discrepancies must be reported to the Lock Shop.

RESIDENCE HALLS

The director of residential life will be responsible for issuing residence hall keys for students and residential staff. Residential staff (i.e., resident directors) are included in the definition of faculty/staff and as such are subject to the provisions of section 341.2. A record of each key assigned will be kept by the director of residential life and the Campus Lock Shop.

Complete records will be maintained when a person loses a key and requires a replacement. This information would be valuable if a theft occurs in that area at a later time. Replacement keys must be approved by the director of residential life.

During vacation periods, a locking procedure will be developed by the director of residential life to secure all main student doors. Chains must not be used to secure doors.

Students are to return keys to their resident director. Students who lose keys must report the loss and may be required to pay applicable fees.

A student is not separated from the institution in good standing until all keys issued to him/her have been returned.

STUDENT KEYS

Students will not be issued keys to academic, administrative, or service areas.

Faculty and staff or affiliates who require students to have keys must request keys and are responsible for their return.

 

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