Procedure:       Keys
Department:      Public Safety
Contact:            Jace Smith ,  (541) 463-5558             smithjl@lanecc.edu

In General:  Control of keys is necessary to maintain appropriate security and safety measures and to safeguard all college buildings, equipment, and other facilities.  All keys are the responsibility of the Public Safety Manager. Maintenance of locking devices is the responsibility of Facilties Management and Planning.  The possession and use of keys is the responsibility of the department head or administrator for each applicable unit.  This does not apply to desks and other furniture, safes, lockers, or special storage units, building service areas or to equipment such as vehicles. For these types of keys, requests can be made directly to Facilities Management and Planning.

Supervisor Responsibility:  When a staff person retires or terminates employment with the college, their supervisor shall ensure that Public Safety is notified to begin the key recall process prior to the employee's last day of work.  The notice shall indicate the day on which the staff person will bring their keys to the Public Safety office to turn them in.

Individual Key Users Responsibility:  Persons issued college keys are enjoined to safeguard these keys against loss or theft.  Should loss or theft occur, the incident must be reported to Public Safety immediately.  Any staff person possessing keys that have not been authorized is subject to disciplinary action.

Fee Assessment:  In lieu of a key deposit, a fee assessment schedule is implemented with the fee appropriate to the access level of the key.  This fee shall be assessed when a person or department cannot account for the keys issued to them.  The fee schedule is as follows:
 

1.	Outside door grand master key	$ 100
2.	Outside door building key	50
3.	Inside door departmental key	25
4.	Inside door multiple classroom key	25
5.	Inside door individual key	10

Required Approvals:  Outside door grand master keys and outside door building keys require the approval of the president, a vice president, or an associate vice president.  Inside door departmental keys, inside door multiple classroom keys and inside door individual keys require the approval of the department manager. 

Obtaining Keys:  When a supervisor determines the need for his/her staff to have a key, the supervisor shall initiate an Impulse work order to Facilities.  The Impulse order shall describe the access needed and shall be signed by the appropriate authority required by the access level and position of the recipient of the key.  When the key has been fabricated, the Public Safety office will notify the department so the recipient may come to the Public Safety office to be issued the key.

Locking Devices:  There shall be no locking devices attached or installed on college doors independent of the college keying system.

Special Security Locking System:  A department head may identify an area in his/her department that would require a higher level of security for reasons of equipment sensitivity or a concentration of costly high tech equipment.  This area, upon approval of the Public Safety Manager, can be keyed to a system separate from the master systems.  The conditions for this approval are as follows.  The department head forgoes routine maintenance such as light replacement and regular cleaning and must subsequently arrange these services with Facilities.  The area identified must not interfere with routes of egress necessary to building emergencies nor shall it contain any physical plant equipment or control that requires access by maintenance personnel.

See also Building Access.