CLARION UNIVERSITY KEYS
 

The purpose of this policy is to set forth procedures for the production, issuance, control, and collection of university keys.

Policy

The Public Safety Department (PSD) is responsible for university key control. Keys will be issued based on demonstrated need.

1. In University owned residence halls, the Director of Housing is responsible for issuance, tracking, and retrieval of keys issued to students and Residence Life staff. The Director of Public Safety shall monitor Housing’s key issuance procedure to ensure that proper security measures are implemented and followed.
2. At the Venango Campus, office keys will be approved, issued, and controlled through the administrative office at the Venango campus. Requests for Master Keys at the Venango campus shall be approved by Public Safety, but distributed, controlled, and collected at the Venango campus. The Executive Dean of  the Venango campus is responsible for record keeping and security of unassigned keys. The Director of Public Safety shall monitor this process to ensure that proper security measures are implemented and followed.
3. All other keys are issued, monitored, and retrieved by the Public Safety Department. The issuance of keys to university buildings, other than residence halls, shall be subject to the following procedure.
4. The facilities management department is responsible for the manufacturing of all university keys and for maintaining accurate and secure records regarding lock hardware on campus . All returned keys will be forwarded by Public Safety to FMD. FMD is responsible for securely storing all unassigned keys.
5. In emergency situations, the Director of Public Safety or the Institutional Maintenance Superintendent may authorize the issuance of keys to University Personnel.
6. FMD Locksmiths are not authorized to issue keys, perform core changes or changes locks without prior approval of PSD. All lock hardware must be installed or approved by FMD.

Procedure for Key Issuance

1. PSD, "Key Request Form", Section 1 & 2 must be completed by the employee and the supervisor (for Venango Campus employees, the request should be completed by the Executive Dean or his or her designee)
   1. Name of employee
   2. Social Security Number
   3. Department
   4. Campus address, phone, e-mail address
   5. Type of position, e.g., temporary or regular
   6. If temporary, dates of employment
   7. Key name or number and building. Note: For positions in which a ring of keys is provided, the request should include the key ring number and position for which the keys are requested.
2. Following completion of Sections 1 and 2, the form should be forwarded to the Public Safety Department. The form may be delivered by mail, fax, or in person. If the request is sent by fax, the original should NOT be mailed to PSD.
3. Section 3 of the "Key Request Form" must be completed by the PSD prior to routing to the Facilities Management Department (FMD).
4. The FMD will produce the keys, complete section 4 of the "Key Request Form", and return the keys and form to the PSD.
5. Keys should be ready in 3-5 days from the date of receipt at Public Safety Department (PSD). The requestor must appear personally and sign for the keys.

Key Holder Responsibilities

1. The key holder is responsible for the possession and security of assigned keys and is not permitted to loan or give keys to any other person.
2. Lost or stolen keys should be reported to PSD immediately. When no longer needed for official university business, the key holder must return the assigned keys to the PSD. Supervisors should ensure that employees who are terminated or transferred properly return assigned keys to the PSD.
3. Employees and students shall not maintain possession of keys that have not been issued to them by PSD. It is the obligation of employees and students to return these keys immediately to PSD.
4. Any person who loses or fails to return a university key to PSD will be assessed a $40
   charge.