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Capital Improvements
Key Control and Issue Policy
Physical Plant and Housekeeping Charges
Property Management and Control
Service Requests (Work Orders)
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Key Control and Issue Policy

Contents of this page:

  1. Overview

  2. Policy

  3. Regulations

  4. Procedures (Issuance of keys or access cards ; Returning keys or access cards ; Lost or stolen keys or access cards ; Recovered keys or access cards ; Key replacement fees)

A. Overview

Keys to student rooms in the residence halls are issued by the Residential Life staff at the Witt Reception Center.

Students cannot permanently be issued keys to areas other than the residence halls, but rather can gain access to areas with the help of Campus Security upon proper written clearance, or by signing out a key from that office. In areas designated as student office areas such as the Trinitonian, Mirage, etc., students may obtain keys through the individual responsible for that area or building. Each key needed for this purpose will be requested and signed for by the responsible individual on a KEY RECORD form (see example). It shall be that individual’s responsibility to ensure the return of the keys when the student is no longer associated with the activity or leaves the campus for a period longer than 30 days.

Buildings will be locked before and after stated hours of operation for the protection of their contents as well as for those employees or students in them.

Master and sub-master keys will be given out only when there is a demonstrated need for them. Chairpersons or directors can approve requests for access and sub-master keys to areas which they control. If they do not control an area, then the key request must be approved by the controlling vice president. Vice presidents can approve requests for sub-master keys and below for areas over which they have control. The Vice President for Finance & Administration must approve all requests for masters and grandmasters. Replacement fees will be imposed for lost or stolen keys, regardless of the circumstances. It will not be considered appropriate to charge replacement fees to University budgets. Individuals, not departments, are responsible for keys.

A KEY RECORD form is used to track any keys being requested. The forms may be requested from the Physical Plant Office and should be used for each new or replacement key requested.

Administrative offices are responsible for the issuance of all keys for their areas as well as the return of those keys upon resignation or retirement of their employees.

B. Policy

Other than during normal working hours, all buildings shall be locked in order to maintain the security of both the buildings and their contents. Academic buildings shall be opened to serve student and university needs Monday through Friday from 7:30 a.m. to 6:00 p.m. or until 30 minutes after the final class in that building, whichever is later. A waiver may be issued by the Vice President responsible for that building for different operating hours. When academic buildings have been secured, access may be permitted by a Campus Security officer upon presentation of proper Trinity identification and a stated reason for access to the building. Except for general use classrooms, all interior doors to all University buildings will be locked by janitorial personnel upon completion of cleaning operations of each room.

Non-academic activities sponsored by University departments or groups must have prior approval from the appropriate facility coordinator for area(s) to be used. Each department or group is responsible for coordinating with Campus Security the opening and closing of door(s) to the area(s) that they will be using for their activity.

The scheduling of off-campus sponsored activities is the responsibility of the Office of Public Relations. Each area to be used for off-campus sponsored activities must be reserved with the appropriate facility coordinator. Campus Security personnel will ensure that designated areas are open for off-campus sponsored activities only subsequent to receiving notification from the Office of Public Relations.

The Office of the Registrar is responsible for scheduling classroom usage. Campus Security personnel will ensure that designated doors are open for special activities involving classrooms only subsequent to receiving notification from the Office of the Registrar.

Prior approval must be obtained from the appropriate department chair for activities scheduled in lab areas. The appropriate department chair or his or her designee is responsible for the opening and closing of doors and ensuring that adequate supervision is present.

Keys are not to be issued to students. For those students needing after-hour access to university buildings, a memorandum should be sent through the Vice President for Academic Affairs to Campus Security listing those students who are to have access, and to what rooms.

Special assignment of keys, where required (such as contractors, housekeeping, food service, etc.), may be authorized by the Director of the Physical Plant.

Employees may be issued keys to university buildings upon written approval of the department chair or director or designee, and the vice president in accordance with University procedures.

1. Keys are issued for entry to University buildings for the purpose of conducting University business only.

2. An authorized employee entering or leaving a locked building shall not permit any individual to enter who would not normally be permitted to enter the building during the hours it is locked.

3. An authorized employee may have guests so long as the guests stay in the proximity of the employee having the assigned key. The authorized employee assumes full responsibility for their presence.

4. An individual entering or leaving a locked building shall be responsible for securing the door and may be held responsible for any loss or damage to University property resulting from failure to do so.

Individuals transferring to another department or building may be issued new keys upon the written approval of the new department chair or director in accordance with the above.

All keys issued remain the property of the University and shall be returned to the Physical Plant Office under the following conditions:

For employees

For all individuals

It is the responsibility of the appropriate department chairperson or director or designee to ensure that all keys are returned under the provisions above.

In no case is a key to be transferred from one individual to another, or to be obtained from any source other than the Physical Plant Office. When any transfer or duplication of a key is made without University consent the key shall be recovered and the individual(s) involved reported to the administrative head or superior officer for appropriate action.

C. Regulations

Keys to cabinets, lockers and drawers within buildings or to residence hall rooms are not covered under provisions of this policy.

The Physical Plant Office will furnish these keys upon request by the director of the facility. The issue, control and recovery of these keys are the responsibilities of the director of the facility.

Key issuances are authorized by the department chair or director subject to such policy guidance as may be issued by the division Vice President.

The types and number of keys issued will be limited to the minimum required by regular work assignments.

Procedures for the issuance and return of keys may be altered by the Director of the Physical Plant as needed to meet work requirements throughout the campus.

The loss or theft of any key is to be reported immediately to the department chair or director, who in turn will notify the Physical Plant Office.

Lost keys turned in to a department are to be forwarded immediately to either the Physical Plant Office or Campus Security.

Application for keys is made on a KEY RECORD form.

The Physical Plant Office issues keys or access cards in person only.

The department is responsible for the key collection procedure. Departments collecting keys or access cards will transfer them to the Physical Plant Office.

NOTE: Departments failing to deliver keys or access cards to the Physical Plant Office expeditiously will cause a delay in the release of a terminating employee’s final paycheck.

Prior to the end of each academic semester, each department may be provided with a list of individuals assigned keys or access cards to areas under its jurisdiction.

NOTE: These lists can aid the department in identifying those keys or access cards that need to be returned to employees.

Annually, each department must check and certify the accuracy of an inventory list of keys and access cards issued to individuals under its jurisdiction.

Keys or access cards must be surrendered at the request of any Campus Security representative or other law enforcement official in the performance of his or her duty.

D. Procedures

1. Issuance of Keys or Access Cards

Upon request for key or access card, initiate the KEY RECORD form, completing items one through six. A Trinity University identification number may be used in lieu of a social security number for item one.

Approve the KEY RECORD form (item 8) and forward it to the vice president for approval (item 9).

The "remarks" area of the KEY RECORD form (item 7) must be completed to justify the issuance of a master or a grand master and must be approved by the Vice President for Finance & Administration.

Forward or deliver the approved 3-part KEY RECORD form in its entirety to the Physical Plant Office for processing. The applicant will be notified when the key is ready for pickup. This process may take up to three working days after receipt of the form.

2. Returning Keys and Access Cards

a. Upon determining that an individual is transferring or terminating employment with the University, review the files to see what keys or access cards are to be returned.

b. Retrieve the key and/or access card from the individual, making certain that the key number matches that shown on the yellow copy of the KEY RECORD, or send the individual to the Physical Plant Office to turn in his or her key or access card with a clearance form when appropriate.

c. When the key or access card is returned to the department, acknowledge receipt of the key or access card by signing the yellow copy of the KEY RECORD (item 11). A department representative should return the key and the yellow copy of the KEY RECORD form to the Physical Plant Office in an expeditious manner. The Physical Plant Office will acknowledge receipt of the key or access card by initialing and dating on the yellow copy of the KEY RECORD (item 12). Surrender the key or access card.

d. Maintain the yellow copy of the KEY RECORD until deletion of the issue record is verified by the next report, after which time the yellow copy can be destroyed.

3. Lost or Stolen Keys or Access Cards

a. Notify the Physical Plant Office immediately by telephone when a key or access card is reported lost or stolen.

b. Pull the yellow copy of the appropriate KEY RECORD from the file. Write "Lost" or "Stolen" in item 11 and forward the KEY RECORD to the Physical Plant Office.

c. Inform the individual that he or she will need to pay the $20 or $50 replacement fee to the Physical Plant Office.

d. If a reissue is approved by the department chair or director, refer to paragraph 1, Issuance of Keys or Access Cards.

4. Recovered Keys or Access Cards

Notify the Physical Plant Office immediately by telephone when a key or access card is recovered. Turn in the recovered key to the Physical Plant Office.

5. Key Replacement Fees

Replacement of a lost or stolen key, or failure to return an issued key by its due date or upon an employee’s last day of employment is subject to a fee as stated below:

Key and access card replacement fees will be deducted from the employee’s final paycheck for each key not returned.

A key that has been lost or stolen will not be reissued to the employee until the key replacement fee has been paid to the Physical Plant Office and a new KEY RECORD form has been submitted and approved.

Key or access card replacement fees should not be charged to University budgets.

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For further information, please call (210) 999-7306, or write to:

Trinity University
Office of Finance & Administration
One Trinity Place
San Antonio, TX   78212-7200

This page is provided to you for informational purposes.   Trinity University does not assume liability for omissions, typographical errors, or policy changes that are not updated immediately on this or other official university web pages.

This page was last modified on June 25, 2012.