Key Control Policy
Purpose and Scope
The Graduate Center (GC) shall maintain a locking system for the protection of students, staff, faculty, facilities and property while attempting to responsibly balance the sometimes opposing concepts of security and convenience. This policy establishes a framework by which GC keys will be issued monitored and maintained.
Locking System Defined
The GC locking system shall include all locking devices including exterior gate and door locks, interior area locks and keys, combination devices and all other locking devices including padlocks and electronic card access devices. All of the above locking system components are property of the GC.
Administration of the Locking System
The Vice President for Finance and Administration is authorized to establish and administer regulations and procedures in order to provide physical security of GC facilities and its occupants, and to provide for administration and control of campus keys. The administration of key control shall be delegated to the Office of Security and Public Safety.
Control of Locking Devices
The Office of Security and Public Safety shall be responsible for the maintenance of key control including the issuing of keys, key control record keeping and lock change authorizations.
No individual may use personal locking devices, nor may locks be changed or re-keyed without approval of the Director of Security & Public Safety.
Unauthorized locking devices will be removed. Any damage or repair necessitated by the removal of unauthorized locks will be the responsibility of the department found in violation of this policy.
Keys to GC owned cabinets, lockers, desks, drawers, etc. are not covered under this policy. Keys shall be furnished upon request when available; but the issuance, control and recovery shall be the responsibility of the academic or administrative department head.
Key Authorization and Eligibility
Executive Officers, Department Heads, Officers of the College or their specific designees shall be the only personnel authorized to request keys or lock changes within their respective departments. Departmental designees shall have their authority delegated in writing, on GC stationary, with the department head’s original signature. Copies or stamped signatures will not be accepted. Department heads are requested to carefully consider all requests for keys so that the protection and security of GC facilities and property are maintained.
In no case shall the issuance of keys be authorized by the same person to whom the keys are to be issued.
Building entrance keys may be issued to full-time GC employees only if the employee’s job responsibility requires such assignment as approved by the Vice President for Finance and Administration.
Master keys will be issued to employees having a continuing need for the key(s) only upon the appropriate justification and the approval of the Vice President for Finance and Administration. Individuals accepting custody of a master key will sign a statement acknowledging their responsibility for their care, use and return upon retirement, change of title, resignation or separation from the college.
GC keys will not be issued to students except upon approval of the Executive Officers, Provost or Vice Presidents. Individual departments will be responsible for allowing student access to their space.
Obtaining a Key
Department Head or designee will fill out and sign a Key Request Form available in the Office of Security and Public Safety.
The Office of Security and Public Safety will verify the requestor’s authority over the area. Signatures will be verified from a signature verification list.
All keys shall be picked up and signed for by the individual named on the Key Request Form at the Office of Security and Public Safety. A GC identification card must be presented when receiving the key.
No person shall be issued multiple keys for the same area.
Recipients of GC keys will be responsible for their safekeeping and at no time should leave them unattended (i.e., hanging in a door lock, lying on a desk, etc.).
Return of Keys
All keys, including access cards for electronic locks and elevators, shall be surrendered to the Office of Security and Public Safety upon termination of employment, transfer to another department, or upon the request of the department head or Vice President for Finance and Administration.
Keys shall not be exchanged between individuals.
Final paychecks may be held by Human Resources or Payroll until documentation is presented that keys have been returned.
Student employees who are issued keys must follow all college key policies.
Failure to return keys, issued to students (non-employee status), will be referred to the Office of the Vice President for Student Affairs.
Duplication of Keys
The duplication of keys by anyone other than the GC locksmith is prohibited unless authorized by the Director of Security and Public Safety.
The loss or suspected loss of any keys is to be reported to The Office of Security and Public Safety immediately. The cost of a replacement key shall be $5.00 per key.
The loss or suspected loss of a floor master key is to be reported to the Office of Security and Public Safety immediately. The cost of a replacement key shall be $20 per key.
The cost for each lock that is re-keyed in order to restore security shall be $120.00. An individual key may unlock more than one door.
The Office of Security and Public Safety shall investigate each incident of lost keys and may authorize lock changes needed because of a breach of security.
Charges for replacement keys, master keys, new locks and hardware may be appealed to the Vice President for Finance and Administration or the Provost who will consider the circumstances of each incident. Refunds for waivers granted will be issued after the review process has been completed.
An annual inventory of active keys will be conducted. Once a year, each department will be provided a list of individuals and their assigned keys. Each department will be required to certify the accuracy of the list. Any discrepancy shall be explained for inventory adjustment.