Key Management

Effective Date: 06/01/95
Revised: 06/16/05

Purpose:

To protect the members of the College Community and property through the effective management of facilities' keys issued to employees and students/student workers.

Policy:

The Department of Public Safety in its role of campus guardian has the primary responsibility for the College's Key Management System. All persons receiving keys to facilities at Centenary College must sign a key receipt form for each key received. Faculty, staff, and student employees may retrieve and sign for keys from the Department of Public Safety between the hours of 9:00am- 12:00 pm, 1:00 pm-5:00pm or through appointment, Monday through Friday. Students should obtain keys for residence halls from the Office of Residence Life.

Residence Life

Check In

  1. All students who live on campus will receive an exterior residence hall key and an individual room key.
  2. Prior to the start of the school year, the Department of Public Safety will provide keys for all residence hall rooms to the Assistant Director of Residence Life.
  3. The Assistant Director of Residence Life is responsible for tracking residence hall key assignments in the College's Key Management Computer Program.
  4. All students are required to complete and sign a Key Receipt form.

Lock Outs

  1. If students lock themselves out of the residence hall or their rooms, they may call their RA to let them in.
  2. If unable to contact the RA, they may call the Department of Public Safety.
  3. The first two lock outs are free. Each following offense will cost the student $5.

Lost Key

  1. If a student loses a key, he or she may request a new one from the Assistant Director of Residence Life.
    1. The student will be charged a $50.00 fine for an interior room key.
    2. The student will be charged a $600.00 fine for the loss of an exterior door key.
    3. In the event that a student loses both keys the maximum fine will be $600.00.
  2. The Assistant Director of Residence Life will submit a key request work order for any door lock changes and replacement keys which can be found online at http://www.centenary.edu/dps/key

Check Out

  1. Students must return their residence hall and room keys to their RA upon checking out from the Residence Halls.
    1. Any key not returned will be treated as a "Lost key."
  2. The R.A. will return all keys to the Assistant Director of Residence Life.
  3. The Assistant Director of Residence Life will return all residence hall keys as a set to the Department of Public Safety to be reissued to the Conferences and Facilities Coordinator prior to the onset of summer camps.

Student Organizations

Receiving Keys

  1. Student Organizations may apply for keys through the Director of Student Involvement.
    1. The Director of Student Involvement will determine if a key is necessary and to whom it will be assigned.
    2. The Director of Student Involvement will then submit a key request work order.

Lost Keys

  1. If a student losses a key, they may request a replacement key from the Director of Student Involvement.
    1. The student will be charged for the repining/replacement of locks affected by the lost key(s) and for replacement keys for all other Centenary College employees and students who have keys to those locks.
      1. The maximum charge will be $600.00.

Turning In Keys

  1. All Organizations must turn in keys at the end of each academic year to the Director of Student Involvement.
    1. If a student will remain over the summer and has a valid need to access their campus organization's office he/she may request an exemption from the Director of Student Involvement.
      1. The Director of Student Involvement must in turn notify the Director of Public Safety of any student granted an exemption to ensure that the student is not charged for a lost key and that the Department of Public Safety is aware of any students who will have access to campus facilities during the summer months.
  2. The Director of Student Involvement will turn all student organization keys in to the Department of Public Safety at the end of the school year.
  3. Any key not returned will be treated as a "Lost key."

Employees

Key Issuing Procedures

  1. Only permanent College employees will be issued keys. Temporary employees must follow the guidelines for contractors.
  2. Once an employee is hired, their supervisor will submit a key request work order to the Department of Public Safety via the online request form.
    1. The form should list the doors which keys are needed for, the name of the recipient, and the recipient's contact information.

Key Request Work Orders

  1. Key Request Work Orders should be completed online at http://www.centenary.edu/dps/key.
  2. Upon receipt of the key request work order, the Department of Public Safety will review the order and determine if there are any security concerns.
    1. In the event of security concerns, the Director of Public Safety will meet with the initiator of the request and attempt to resolve any concerns.
    2. If these concerns are unresolved, the Director of Public Safety and the initiator of the request will meet with the Executive Staff member of the division in question who will make a decision regarding the key request in question.
  3. After reviewing and approving the request, the Department of Public Safety will direct the campus locksmith to make the key.
  4. The keys are delivered to and signed for by the Director of Public Safety.
  5. The Director of Public Safety notifies the originator of the request that the key order is ready.
  6. The originator of the request notifies the appropriate recipients that they may retrieve keys from the Department of Public Safety.
  7. The recipient must sign a Key Receipt Form indicating that:
    1. They understand their responsibilities under the College policy and agree to abide by the policy.
    2. The remedies have been discussed with them.
    3. They have received the key(s).

Lost Keys

  1. The employee is responsible for all Centenary College keys in his or her possession.
    1. Employees in need of a replacement key must process the request through their supervisor.
    2. Any employee who loses keys will be charged for the repining/replacement of locks affected by the lost key(s) and for replacement keys for all other Centenary College employees and students who have keys to those locks.
  2. The maximum charge will $600.00 and may be payroll deducted over a period of time if necessary.

Key Control

  1. Employees may only take home the keys necessary to access their office or workstation. This typically would consist of a key to their individual office and possibly a key to the exterior door of the building where their office is located.
    1. The only exceptions to this are members of the campus emergency response team listed below:
      1. President
      2. Provost
      3. Vice President for Finance and Administration
      4. Dean of Student Life
      5. Director of Public Safety
      6. Director of Facility Services
      7. Director of Residence Life
      8. Director of Information Technology
  2. All other keys should be kept at Centenary College.
    1. Full time employees who live in the residence halls may take their keys anywhere on campus.
      1. These employees, however, may not take any college keys off campus except the keys to their office, residence hall and apartment.
  3. Departments such as Facilities, IT and DPS whose employees routinely need access to master keys or keys to multiple buildings must meet the following requirements:
    1. When the keys are not in use, they should be stored in a central location with controlled access.
    2. Employees must return these keys prior to "clocking out" for the day.
  4. Departments who have departmental keys available for general employee, student or contractor use are responsible for ensuring that the recipient follows all campus regulations.
    1. These keys must be signed in and out on a daily basis.
      1. Exception: Construction project managers may keep any necessary keys for the duration of the project to ensure that the College is not impeding the timely completion of the project.

Lending Keys to Associates, Friends, Students etc.

  1. Keys to Centenary College facilities may not be loaned or given to persons who are not associated with the College or who are not approved for access to a specific area.
  2. Non-Centenary entities using campus facilities may only obtain a key from the Conference and Facility Office and/ or the Department of Public Safety to ensure that the group meets all College requirements, such as liability insurance.
  3. Violations of this policy
    1. Employees or students who lend, give, or duplicate keys to Centenary College facilities will be charged for the repining/replacement of locks and the reissuing of keys.
    2. In addition, the employee will not be issued keys to any facilities on the Centenary College campus for a period of one (1) year from the date of the infraction.

Key Return Procedures

  1. Keys must be returned upon the employee's termination.
    1. "Termination" is defined as the voluntary or involuntary separation of the employee from the College's employment, and includes the employee's resignation or retirement, the employee's dismissal by the College, or the employee's death.
    2. If the employee terminates employment, the employee must return all keys to the Director of Human Resources before 5:00pm on his or her last working day. The employee's last paycheck will be issued after all College property is returned and all monetary charges are collected.
      1. If issued keys are not returned this will include the cost of repining/replacing the locks and replacement keys for all other Centenary College employees and students who have keys to those locks.
    3. If the employee is terminated by the College, and is given two weeks' notice, the requirements of point b apply; however, if the employee is dismissed immediately, the unit head or supervisor will escort that employee to the Human Resource Office in order that the employee may return all college property including keys.
    4. If the employee terminates employment without returning to the College and keys are not returned within two (2) working days of termination, locks will be repined/replaced and all associated costs will be deducted from the employee's last paycheck.
    5. In the event of an employee's death, the employee's immediate supervisor will be responsible for returning the employee's keys to the Director of Public Safety when the employee's personal property is removed from his or her office. If keys are not returned within two (2) weeks from the date of the employee's death, the locks to which the employee had access will be repined/replaced; all costs incurred will be charged to the department in which the employee worked.
    6. Keys are issued to specific individuals and therefore should not be reissued to other employees or kept by the department.
  2. The Director of Public Safety will return the keys to the college locksmith who will verify that the keys are in good working order before the keys are reissued. No keys will be reissued without a new key request.

Student Workers

Student Workers will follow the same guidelines as full-time employees.

Conference and Facility Coordinator

Issuing Keys

  1. The Conference and Facility Coordinator is responsible for tracking all keys issued by his/her office to individuals or groups for access to campus facilities.

Lost Keys

  1. If a camp participant loses a key, the organization sponsoring the camp will be charged for the repining/replacement of locks and new keys for all students/employees who have keys to those locks.
  2. The Conference and Facility Coordinator is responsible for submitting a Key Request Form to have the locks changed and replacement keys made.

Returning keys

  1. After the completion of summer camps (generally by August 1st), the Conference and Facility Coordinator will return all residence hall keys to the Department of Public Safety.
  2. The Department of Public Safety will have the college locksmith check all the keys and locks before turning them over to the Assistant Director of Residence Life.
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