Facilities Management & Services
"Preserving the Past, Constructing the Future"

California State University, Chico Access Control Policy for Keys/Card Access

Policy Number: O-64
Effective Date: March 3, 2003
Departments Affected:: University-Wide*

*Does not include facilities managed by the Housing Department

Purpose: The University, in order to protect the security of its faculty, students, and staff, as well as its facilities, shall require the observance of the following policies affecting key control and door access cards.

Contents:
General Opearting Policies

Specific Faculty/Staff Key Control Policies

• Key Issuance to Faculty/Staff
• Building and Grand Master Keys/Access
• Lost Keys / Access Cards (Faculty/Staff)
• Key Return Policies (Faculty/Staff)

Specific Student Access Control Policies

• Issuing Access to Students
• Lost Key/Access Card Policies for Students
• Key Return Policies (Students)

General Operating Policies:

1. The Facilities Management and Services Department (FMS) is responsible for issuing and recording the issuance of all University keys and access cards. University Identification / Access Cards will be managed by University Services. The University identification card can be coded for access into a room or building.

2. All Key/Access Card Request forms for a single room or building must be signed by the President, or the applicable Vice President, Dean or administrative department head for which the offices in the building are assigned. All requests for a Building and/or Grand master keys shall be approved by the President, or the appropriate Vice President for the requested area, the Director of University Police and the FMS Director. No keys or card access authorization will be issued without the appropriate written authorization. Grand Master keys are intended only for personnel who, by virtue of their assignment, must access numerous rooms or buildings on campus. Students are not to be issued Building or Grand Master keys.The following chart is intended as a guide for the issuance of Master Keys:

3. A Dean or Admin.Dept.Head may authorize, in writing, any department chair within his/her college to manage key issuance. The list of the names and signatures of persons authorized to approve key/access cards issuance shall be provided to FMS at the beginning of each academic year. It is the responsibility of the Dean or Admin.Dept.Head to add or delete any names from the authorized list.

4. All Key/Access Card Request forms will be sent to FMS via campus mail or filed in person at the FMS Key Shop office.

5. FMS will maintain computerized records of all keys and access cards issued to University students, faculty and staff.

6. Computerized key and access control files may be accessed, updated, and/or modified only by persons authorized by the FMS Director.

7. Students, faculty and staff are personally responsible to return University keys to FMS upon their departure from the University. A student, faculty or staff member shall be charged twenty-five dollars ($25.00) for replacement of lost keys and/or access card.

SPECIFIC FACULTY/STAFF KEY CONTROL POLICIES

Key Issuance to Faculty/Staff:1. The individual to whom keys or access by card are issued is personally responsible for the keys and their identification card as well as their use until returned to FMS upon termination of employment or a break in employment service exceeding 65 working days.

2. Employees may be authorized to receive keys and/or access by card to their assigned facilities, office, desk, file cabinet, etc. Individuals accept liability for the key(s) and card access upon issuance.

3. Faculty and staff must sign and complete a Key/Access Card Request form for all requested keys and/or access and submit the completed form to their Dean/administrative department head for approval.

4. Requests for keys/access by card to rooms other than personal offices or work areas must be approved by the Dean(s)/administrative department head(s) designated by the University as being responsible for the room(s) for which the access is requested.

5. Exterior door keys/access by cards are available but a need must be present and justified in writing by the Dean/administrative department head before such keys or access by card will be issued.

Building and Grand Master Keys/Access:

1. Master keys are intended only for personnel who, by virtue of their assignment, must access numerous rooms or buildings on campus.

2. Master keys and certain designated keys may be issued upon the written request (explaining the need for such master keys) of the Dean and with specific approval of the applicable Vice President or the President, and the concurrent approval of the Directors of University Police and FMS. Master keys shall be returned to FMS within two working days upon the reassignment, reclassification, or any manner of change to an employee's or faculty member's employment status with the University unless the employee's or faculty member's new position also requires the use of such master keys or access by card.

3. No duplicate keys or access cards will be issued by FMS.

4. Faculty and staff are responsible to return University keys to FMS upon their departure from the University. A faculty or staff member may be charged up to $1,000 for replacement of lost master keys and/or access card.

Lost Keys / Access Cards (Faculty/Staff):

1. A completed Report of Key/Access Card Loss form must be filed with FMS as soon as practicable, but no later than two working days after the loss of a key or access card is discovered.

2. The Report of Key /Access Card Loss form will be sent to the University's Cashiering Office for payment of a $25 per key or access card fee. The charge of $25 for each lost key or access card must be paid at Cashiering, Rm. 212 - Kendall Hall. A refund of the charge will be granted if the key(s) or access card is later found (within one year) and returned to FMS. Loss of Building & Grand Master keys can be up to $1,000.

3. A request for replacement key(s) or access card using the Key /Access Card Request form or clearance may be made after the lost charge is paid. Replacement(s) will not be issued until the Report of Key /Access Card Loss has been cleared by University Police and the lost key charges have been paid.

Key Return Policies (Faculty/Staff):

1. All employees terminating, retired annuitants on temporary assignment, or taking a leave of absence of greater than 65 working days must complete a Key/Access Card Clearance form from FMS.

2. Keys must be returned to the University lock shop at Facilities Management and Services to confirm that the correct keys are returned.

3. The Key /Access Card Clearance form grants clearance by FMS upon receipt of all outstanding keys, access cards, or payment for lost items. If keys or access cards are not returned, a notification will be sent by FMS to the Cash Management Department concerning the missing item.

SPECIFIC STUDENT ACCESS CONTROL POLICIES:

Issuing Access to Students:

1. The student and the department to whom key(s) or access by card is issued is personally responsible for the key(s) and/or access card and their use until returned to FMS upon termination of employment or the end of an academic semester.

2. The student must sign and complete a Key /Access Card Request form for all requested keys and/or access card and shall submit the completed form to their Dean/administrative department head for approval. Access to labs will be coordinated with the Department head and Facilities Management.

3. Requests for keys/access cards to rooms must also be approved by the Dean/administrative department head designated by the University as being responsible for the room for which the access is requested.

4.Access by key or card will be issued for only one semester (or for the academic year if the term of employment is throughout the year) at a time on the authorization of the appropriate Dean/administrator.

5. The student is required to personally pick up and sign for all keys at the FMS Key Shop office. The individual student accepts the liability for the key(s)/access card upon issuance.

6. The student and the department requesting issuance are personally responsible for all issued keys and access cards until returned to FMS.

7. Master and Building master keys and access cards shall not be issued to students.

Lost Key/Access Card Policies for Students:

1. A completed Report of Key/Access Card Loss form must be filed with FMS as soon as practicable, but no later than two working days after the loss.

2. The Report of Key/Access Card Loss form will be sent to the University's Cashiering Office for payment of a $25 per key or card fee.

3. The charge of $25 for each lost item must be paid at Cashiering, Rm. 212 - Kendall Hall.A refund of the charge will be granted if the missing item is found and returned to FMS within six months.

4. A request for replacement key(s)/access card using the Key/Access Card Request form or clearance may be made after the charge is paid. Replacement key(s) and/or access card will not be issued until the Report of Key/Access Card Loss has been cleared by Facilities Management and Services and the charges have been paid.

Key Return Policies (Students):

1. Upon terminating employment or for an academic year break, the student must return all keys and access cards to FMS. University Services will delete all access codes related to the student's identification card.

2. If any key(s) is not returned or an access card is not returned, a notification about the matter will be sent by FMS to the Department who approved the key and the University's Cash Management Department in order to invoice them directly for the lost keys.

3. Clearance must be completed before final paycheck (if appropriate) can be released to departing students. Collection of the missing item charge will be by the University's Cash Management Department.

4. FMS may request that a student's transcript be held and registration be denied by the Admissions and Records Office until satisfactory clearance has been obtained

Facilities Management & Services
California State University, Chico
940 West First Street
Chico, CA 95929-0925
530-898-6222
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