Procedures for the Locksmith Department
This document provides an outline of the policies and procedures for the Facilities Locksmith Department.
The Facilities Locksmith Department develops, distributes, reviews, implements and enforces the Key Control Policy and Lockshop procedures. It is the responsibility of the Director of Maintenance or his/her designee to ensure compliance with this policy.
DEFINITIONS
Accountable Property Officers (APO)/College Operation Officer (COO), Department Head, Campus Manager
Employee’s authorizing party, which is the individual authorizing issuance of keys to the requesting party.
Employee
An individual that is actively listed on the HCC payroll at the time of the key request. This includes personnel in the following categories: regular full-time, adjunct, regular part-time, temporary, contract and personnel not in the previously mentioned categories, but requiring a special need to be assigned keys as deemed necessary by the affected departmental authorizing party.
Locking Systems
The college locking system shall include all locking devices, including combination locking devices, used by the college for the protection of personnel, buildings, property, and information.
Master Key
A key which controls multiple perimeter and interior doors in multiple facilities.
Receipt and Responsibility Form (RRF)
A key requisition form which when completed by the requestor and signed by the department acknowledges the possession of the HCC authorized key(s) and use. This form also serves as your authorization to distribute approved keys.
Student
An individual who at the time of the key request is included on the official roster, and is attending classes with full or part-time status at HCC.
Sub-master Key
A key which controls multiple perimeter and interior doors in a specific facility.
Vendor
An individual or company formally contracted by HCC to furnish supplies or perform work at a certain price or rate.
LOCKING SYSTEM COMPONENTS
Exterior Door Key System
This system shall control all exterior perimeter doors and shall be independent of any other College locking system.
Interior Area Lock and Key System
This system shall control all interior locks within individual, specific, physical areas or buildings.
Combination Locking Devices
These include combination locks built into a safe or safe-file, and portable combination padlocks.
Other Locking Devices
These devices include all other locking devices such as desk, bench drawer, file cabinet, electric or electronic locks, and padlocks furnished by the College or used with the specific approval of the Director of Campus Safety.
Department Responsibilities
HCC Police
Manages the Card System that controls Electronic Access to facilities.
Investigates all reports of lost or stolen keys, misuse of access codes and all attempts to circumvent security systems.
Monitors Electronic Access System for emergencies, failures, in conjunction with the college maintenance contractor.
Facilities Locksmith
Maintains key control of master keys for non-college personnel.
Establishes and maintains keying systems in coordination with campus departments for the purpose of security and reasonable access.
Maintains the central key control records and privileges issued to faculty and staff.
Procures and issues all keys and locks.
Securely stores all unassigned keys.
Performs all lock work except that being done on a contractual basis.
Maintains records of those who have terminated their relationship with the college and forwards names of those still in possession of keys to the Chief of Campus Police or his/her designee.
Conducts continuous surveys of locking mechanisms in all College-owned facilities.
Personnel/Students who are issued keys
Must sign a key issuance record.
Must maintain the security of issued keys.
Must report lost or stolen keys to the HCC Police.
Must pick up keys personally at assigned location may designate in writing an authorized person to pick up keys.
May not lend or have duplicated any key issued to them.
Must return all keys to the supervisor upon termination from the college.
Department Head and Faculty
May request keys to be issued for areas under their direct control
Are responsible for all keys issued by them to students, lab assistants, etc.
Are responsible for the collection and return of student keys issued by them.
Are financially responsible for lock changes that occur due to a lack of accountability for issued keys.
May hold and re-issue student keys for areas under their direct control. It remains incumbent upon the Faculty or Administrator to maintain an audit of key issuance.
May request Electronic Access for those areas under their control that has that technology.
May not re-issue staff keys. Terminated staff's keys must be returned to the Lock Shop.
May request lock changes or upgrades in their area of direct control. The Locksmith Supervisor and the Director of Maintenance shall examine the current locking system and make recommendations. Lock changes initiated by an Administrator or Faculty member shall be the financial responsibility of the individual department.
Contractors
Are responsible for the safekeeping of HCC keys while in possession of them.
May not loan keys to other contractors.
May not use keys to enter areas that are not part of a job.
Must return keys to the Lock Shop at the end of each assignment.
Should a contractor leave campus with a set of HCC keys, it will be incumbent upon the contractor to contact the Locksmith Department. At that time, arrangements should be made to have the keys returned.
Issuance of Keys
All key requests must be signed by the Department Head COO or Campus Manager. It is the responsibility of the COO or Campus Manager to monitor or deny a request. Faculty and staff members may be issued keys to Houston Community College facilities based upon need of access. Faculty and staff members must be authorized by the appropriate Department Head.
Department chairs may authorize keys for academic facilities issued to students for reasons of research, off-hour studies, or other legitimate purposes. The department chairperson accepts all responsibility for the issuance, use and return of these keys. Master level keys will not be issued to students for any reason. Master keys shall only be issued with authorization of the COO or Campus Manager.
Non-college personnel, vendors and contractors shall not be issued keys on a permanent basis. Contractors, vendors and other personnel may be authorized to sign keys out from the Campus manager on a daily basis. Contact the Facilities Locksmith Department for specific guidelines on vendor key requests.
Employees who are issued master keys as part of their job requirements should store those keys in a secure area in a locked box. Master keys to college facilities shall not be removed from the campus on a regular basis and should be returned to the secure lock box at the end of the work day. Exemptions to this rule may be made on an individual basis based upon compelling need and will be evaluated upon appeal to the Director of Maintenance.
Lost or Stolen Keys
All lost or stolen keys must be reported to the HCC Police Department. Requests to replace lost or stolen keys must be made to the COO, Campus Manager or his/her designee. Requests should be in writing and describe the facts surrounding the loss; in particular, the location of the loss, whether or not there were HCC identifiers attached to the key, and the area that the key accessed. Based on the factors involved a decision will be made to replace the key or require the lock changed. All costs incurred such as labor and parts for re-keying shall be assumed by the individual (student) or department of an employee who has lost keys. Contractors who lose assigned keys will be financially accountable for the costs of lock changes that are required.
| Responsible Person |
Action
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Person who has lost key/Key holder
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Notify the loss of a key to the Department Head immediately. Reports all pertinent information concerning the missing key.
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Departmental Head
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Notifies HCC Police and Facilities Locksmith about the loss of the key(s) as soon as possible by completing and forwarding Lost/Stolen Key Report Form so that HCC Police can keep an extra surveillance on the premises. |
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HCC Police
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Review Lost/Stolen Key Report Form information |
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HCC Police
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Assign the case number. |
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HCC Police
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Prepare a police report detailing the incident
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HCC Police
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Note: Failure to report such loss of keys will be a serious violation of college policy |
Return of Keys
Upon termination of a relationship with the college, employees must return their keys to the Supervisor or his/her or designee. The Supervisor will return the keys to the Lock Shop. Keys should not be simply handed from an exiting employee to a new employee by the Department Head. The Lock Shop shall re-issue keys to new employees upon completion of the appropriate documentation.
Keys that are issued to students by a department chairperson remain the responsibility of that chair until returned to the Lock Shop. It is suggested that departments seek a means of key accountability from students. HCC shall be available for consultation on methods of accountability. Should a number of keys be unaccounted for, the designated area for which the keys were assigned may require a lock change for security reasons. If this occurs from a lack of accountability of a department's issued keys, the financial responsibility will be the departments. The Facilities/Locksmith Department will conduct annual audits.
Loaning Keys and Sharing Access Codes
Faculty, staff and students may not loan or transfer assigned keys or codes. Anyone found in the possession of another's keys or codes shall have the keys or cards confiscated and turned into the Locksmith Department. Loaned access codes shall be removed from the Electronic Access system. Key policy violations could result in having key-holding privileges permanently revoked.
Lock Changes and Upgrades
Locks may be changed or upgraded as the needs of the college dictate. As part of a preventative maintenance program, the Locksmith Department routinely replaces worn or obsolete hardware. The Campus Manager, Locksmith Supervisor and the Director of Maintenance may decide to upgrade or change lock hardware as security reasons dictate. Any re-keying or lock changes initiated by a Department Head or chairperson for any other reason will be the financial responsibility of the department.
DESK, File, and Safe Keys
Desk, file, or safe keys are not maintained by the Locksmith Department, as these keys do not operate doors or building security barriers. The Locksmith Department does not maintain a record file of these keys. It is recommended that each department maintain a file of these keys including a spare key so that copy keys can be made in the event of loss. Should the Locksmith Department be required for these keys or locks, such service shall be rendered on a charge back basis. Requests for desk, cabinet, or file keys must include the campus property number posted on the furnishing.
Control and Security of Master Keys
With appropriate authorization and justification, master keys will be issued to an employee who requires continuous use of the requested key. All costs incurred to re-secure areas affected from the loss of one of these master keys rests with the employing department. Employees accepting custody of these master keys will be required to sign a statement acknowledging responsibility for their use and care. All master keys require approval of the college president, COO, Campuses Manager and must be justified as part of the annual Key Inventory.
Master keys used intermittently must be secured in sequence locks when not in use. Examples of such use would be keys shared by two or more individuals or keys used by Facilities Management staff during normal working hours. If these keys are inadvertently taken home, they must be returned to the college and secured in the sequence lock as soon as the error is discovered. Exempted are keys that are in use 24 hours a day such as those rotated shift to shift by the college police and the Facilities Management building engineers.
Access keys will be issued to individuals who are authorized to use secured master keys. Anyone taking custody of an access key is required to sign a statement acknowledging the responsibility for the use and care of a master key.
Unit Keys
Unit keys are used by several employees within a unit during normal working hours. Unit keys will remain secured at the college after working hours and are not to be taken home by the individuals using them. The keys will be assigned to departmental employee(s) who will be responsible for their use and security. In the case of a lost or stolen unit key, Key Control will determine the need for a re-core of the affected area. Cost for securing the area will be assigned to the responsible department.
Vendor Keys
Vendors may be issued keys for access as required by contract to specific areas within the College if the Facilities/Locksmithing authorizes such issuance. Vendors may include contractors or maintenance staff for telephone, elevator or vending service. Vendors are required to complete the necessary vendor/contractor paperwork and pay a key deposit before a key will be issued. Vendors accept the same liability as College employees for misuse or loss of keys. Additionally, the unit responsible for issuance of the key(s) may bear the cost of re-securing the area involved as necessary.
Unreturned Keys
The authorizing unit is responsible for securing key(s) from an employee terminating from the College. When an employee terminates from the College and fails to return key(s), the authorizing unit must attempt to recover them by whatever means are available. Should attempts fail; the keys will be declared lost. The responsible unit will be assessed a lost key charge.
Audits
The Facilities Locksmith Department will perform periodic audits as deemed necessary to verify the accuracy of logs maintained in each office area. During these audits, the Locksmith Department will also investigate to ensure that spare keys are properly secured. In addition, the Internal Audit staff may at their discretion perform similar audits regarding key issuance, return, and control.
Key Policy Violations:
- Loaning keys without authorization
- Transfer of keys without authorization
- Duplication of keys
- Altering of keys, locks, or mechanisms
- Propping of doors
- Admitting unauthorized persons into the building
- Failure to return a key when requested by the Locksmith Department, or authorizing department, or upon leaving the college
- Installing and/or replacing without permission, damaging, tampering with or vandalizing any College lock or security device
- Loss of keys
- Failure to return or check in keys at the end of a workday
- Taking “Duty” Master key rings off campus while not on College business
