Policy

 1.  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
 from Monday through Friday from 7:30 a.m. to 6:00 p.m. or until 30  minutes after the final class in the building, whichever is later.  A  waiver may be issued by the Vice President responsible for that building  for different operation hours.  When academic buildings have been  secured access may be permitted by a security officer upon presenta-
 tion of proper Trinity identification and a stated reason for access to the
 the building.  Except for classrooms, all interior doors to all University
 buildings will be locked by janitorial personnel upon completion of
 cleaning operation for each room.

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

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

 4.  The Registrar's Office is responsible for scheduling classroom usage.   Security personnel will ensure designated doors are open for special  activities involving classrooms only subsequent to receiving notifi-
 cation from the Registrar's Office.

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

 6.  Keys are not to be issued to students.  For those students needing after-
 hours access to University buildings, a memorandum should be sent
 through the Dean to Security listing those students who are to have
 access and into what rooms they should be allowed.

 7.  Special assignment of keys, where required (such as contractors, house-
 keeping, food services, etc.) may be authorized by the Director of
 Physical Plant.

 8.  Employees may be issued keys to University buildings upon written  approval of the department Chair/Director or designee, and the Dean or
 Vice President in accordance with University procedures.

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

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

 c.  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.

 9.  Individuals transferring to another department or building may be issued
 new keys upon the written approval of the new department  Chair/  Director.

10.  All keys issued remain the property of the University and shall be   returned under the following conditions:

 a.  For all employees:

  (1)  Upon transfer to another department or building
  (2)  Upon termination of employment
  (3)  Upon request of the department Chair/Director
  (4)  Upon begin granted a leave of absence without pay for a period of
        30 or more calendar days; however, employees granted such         leaves may retain their key(s) if they are authorized to have
        access to the building and/or office during the leave.
 
 

 b.  For all individuals:

  (1)  At the request by Security personnel
  (2)  At the request of personnel authorized to manage or audit this         policy.

11.  It is the responsibility of the appropriate department Chair/Director or
 designee to ensure that all keys are returned.

12.  In no case is a key to be transfered from one individual to another or to  be obtained from any other source than from the Physical Plant.  When  any transfer or duplication of a key shall be recovered and the  individual(s) involved reported to the administrative head, Dean, or
 superior officer for appropriate action.

Regulations

1.  Keys to cabinets, lockers, and drawers within buildings or to dormitory
 rooms are not covered under provisions of this policy.  Physical Plant
 will furnish these keys upon request by the Director of the Facility.
 The issue, control, and recovery of these keys are the responsibility of
 the Director of the Facility.

2.  Key issuances are authorized by the department Chair/Director, subject
 to such policy guidance as may be issued by the divisional Dean/adminis-
 trative head.

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

 a.  The permanent issuance of building master keys will be limited to  the
  President, Vice Presidents and those service departments needing
  access to the facility.

 b.  The permanent issuance of building submaster keys will be limited to
  Deans and departmental chairs.

 c.  Two or more keys may be issued to those requiring access to several
  room throughout the entire building.

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

5.  The loss or theft of any key is to be reported immediately to the  department Chair/Director, who in turn will notify the Physical Plant.

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

7.  Application for keys are made on a "Key Record" form.

 a.  "Key Record" forms must be typed.

 b.  A separate form is used for each key requested.

 c.  "Key Record" forms are available from Purchasing/Central Supply.