POLICY

In order to help ensure the security of College facilities, it is the COM’s policy to require personnel to return all keys issued to them upon termination of their employment within the College.  All keys (to outside doors, offices, laboratories, etc.) must be returned or accounted for before a final paycheck will be authorized.

PROCEDURE

1. Key Service: Key Services (issuance, record keeping, inventory) are provided separately by building by the following personnel:  for Grosvenor/Grosvenor West Entrance, by the Accounting Associate for Administrative and Financial Services; for Parks Hall, by the Administrative Assistant for University Medical Associates; for Irvine Hall by the Administrative Assistant for Zoological and Biological Sciences.

2. Issuance:    Upon hiring, new employees may obtain keys from the Key Service.  Keys to the employee’s immediate work area (building , unit, office and/or laboratory) will be issued for the duration of employment with the College.  Additional keys (to other buildings or areas) may be issued on a temporary basis as needed.  Student employees may be assigned keys with approval of their immediate supervisor.

3. Lost or Stolen Keys:    Lost or stolen keys must be reported immediately to the Key Service. There will be a $10 per key replacement cost to be paid by the person to whom the lost key or keys were issued.  If lost keys are found and returned, the key replacement charge will be refunded.  Locks will be changed only after consultation with the Director, College Facilities Management.  If it is determined that there is a need for re-coring, additional charges may apply.

4. Annual Update:    In order to maintain accurate lists of assigned keys, Key Service will conduct an annual update by sending each employee a list of the Keys assigned to him/her.  The list should be reviewed for accuracy; obsolete or unnecessary keys should be returned to the Key Service.

5. Termination of Employment with the COM:  Personnel leaving the College’s employ must return all assigned keys to the Key Service:  The Office of Human Resources will notify the Key Service that an employee is leaving the College’s employ;  the Key Service will send a notice to the employee and to the employee’s supervisor, listing all keys issued to the employee.  Upon receipt of all assigned keys,  Key Service will inform the Office of Human Resources.  The Office of Human Resources will authorize the employee’s final paycheck.

Last updated: 11/13/2009