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To maintain a strict control and reporting of the
distribution and maintenance of keys. |
Procedures: |
PT. I: |
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PT. II: |
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PT. III: |
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PT. IV: |
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PT. V: |
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PT. VI: |
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STATEMENT |
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For security of assets
and other sensitive documents, there will be strict
control of the allocation of keys. |
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Research Students, Faculty Members,
Staff and Researchers are given keys upon request
in the following manner:
- Research
student - Key request authorized by
the PI for labs.
- Researchers
- Key request authorized by their PI for labs.
- Faculty
- Request individual keys for their labs offices
and the main office.
- Staff
- Key request authorized by DBA or PI for
which the individual works for the main office
and other areas of responsibility.
- Facility
manager (staff)
- Key request authorized by the chairman for
all teaching labs and general areas, and in
some cases, key are issued for faculty members
areas as authorized by individual faculty
members. This is generally the person
on call in case of emergency. This
information is posted on each door.
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When employees are leaving the
university or being terminated, a list of the
keys issued to the employee is requested from
Key Control. The employee is asked to
return the key on the list to the department.
The department then returns the keys
to Key Control with a memo or note. This
process is part of employee out- processing
for Departmental Payroll and Human Resources.
Once per year the department will
request from Key Control, a list of all employees
with keys and the date the keys were issued
to them. The department will reconcile
this list to the departmental database. This
list will also be verified to ensure that terminated
employee keys are being returned.
In the event that keys to a secure
area are still outstanding and not turned in
by a terminated employee, the faculty member,
chairman, or Business Administrator can request,
from key control, a change of lock for that
area.
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III:
PRINCIPLE INVESTIGATOR/DIRECTOR REQUEST |
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There have been instances
where faculty members will request several keys
for their area, then distribute them to students
and researchers. Each year, the department
will distribute the reports to faculty members
and staff only , so that they
are aware of the outstanding keys. |
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Any obsolete key
or keys that have been changed due to a new lock
being installed that still remain on the key control
record list should be researched and updated with
Key Control. |
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Key control
forms are logged into the departmental database
for easy reference by the department.
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The Key Control forms
are filed in the personnel folder of the individual
key holder. |
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