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Any
issued Key is the property of the University of Tennessee, and is loaned
to you during your affiliation with the campus.
You
must not loan or give the key to anyone, even if your employment with
The University terminates. All keys must be properly disposed by returning
them to the Campus Police Department Key Control Unit for record control
disposition.
If
you should lose the key please contact Campus Police at 448-4441 after
you have made a careful search.
You
are personally responsible for University issued keys at all times.
KEY CONTROL Policy
1. Keys will be issued by the Campus Police Key Control Office based
upon receipt of a properly completed Key Order Form (Attachment B). These
forms are available from General Stores. The following policies and procedures
apply in initiating and processing Key Order Forms.
a. An official "need to enter" on a recurring basis will be
the basis for evaluating all key requests.
b. There will be one key order per key. Multiple keys will not be issued
in the name of one individual for the purpose of passing them out to other
individuals. Persons signing out keys will be responsible for all keys
signed out in his/her name.
c. Authorization to sign key requests is limited to vice chancellors,
deans, independent department heads, department chairpersons, directors,
or their designees. The delegation of this authority is limited to personnel
under the direct budget and operational control of the individual doing
the delegating. Designees may sign authorizations for interior door keys
only. Key Order forms for exterior doors must be signed by department
heads, directors, etc.
d. Authority to hold a Grand Master key to all locks of the system will
be limited to the Facilities Director, the Chief of Campus Police and
the Chancellor or his designee for use in carrying out their specialized
official duties.
e. Authority to hold a Master key or Sub-master key for all of a building
or all of a system segment will be limited to vice chancellors, deans,
chairpersons, independent department heads and directors who have an entire
building or system segment under their control. This authorization may
be extended only to one other authorized delegate.
f. Authority to hold Sub-Master keys for parts of a building or parts
of a system segment will be limited to the following individuals:
(1) Chairpersons, department heads, directors, faculty, graduate students,
and technicians designated by department heads as requiring special after
hours access.
(2) Custodial, maintenance and security personnel who have a continuing
"need to enter" when occupants are not available to let them
in.
g. Authority to hold exterior door keys to buildings equipped with card
reader equipment will be limited to security and maintenance supervisory
personnel who routinely have a need to enter all exterior doors. Exterior
door keys to buildings and those buildings equipped with card readers
will be limited to key management, faculty, graduate students, technicians,
and administrators having frequent official need for after-hours access.
All others requiring after-hours access to buildings will call on Campus
Police to let them in.
h. The changing of key assignments from one employee to another will be
accomplished in the following manner:
(1) The key is returned to the Campus Police Key Control Office where
the signature of accountability is canceled and a receipt issued upon
request.
(2) The key is reissued to another employee following the procedure of
issuing a new key. Department Heads may transfer a key by processing the
Key Transfer Form (Attachment C). These forms may be purchased in General
Stores.
(3) Keys must be reassigned or returned in order for the Exit Clearance
form to be completed on the individual terminating and should not be held
in the department without proper transfer to an individual.
I. Students will obtain dormitory keys directly from Student Housing and
will return these keys to Student Housing when clearing out of the dormitory.
Students are not issued keys to other UT facilities except as a temporary
requirement when needed as a part-time employee.
3. Prior to termination and receipt of their final paycheck, all faculty,
staff exempt and staff non-exempt employees will return all building and
office keys for which they are responsible to the Campus Police Key Control
Office. Departments will initiate an Exit Clearance Form which will be
signed by Campus Police personnel indicating all keys have been accounted
for. A charge of ten dollars ($10.00) will be levied for replacement of
lost keys and for each key that is not returned or for which proper accounting
has not been made.
4. When an employee begins leave without pay for a period of four months
or less, keys normally relinquished at the onset of the leave, at the
discretion of the department head, may remain in the custody of the department
head and reassigned to the employee upon return to active status. In such
instances, the department head will make an appropriate notation on the
Exit Clearance Form as it is processed.
5. The loss (or discovery) of a UT key will be reported immediately by
telephone to the Campus Police Key Control Office (4441). The following
additional procedures apply:
a. Within five (5) work days of the telephone report, the key assignee
will render a written report to his/her department head and to the Chief
of Campus Police, outlining circumstances of loss and affirming that if
the key is recovered, it will be returned.
b. A replacement key will not be issued until the required written report
cited above is received and approval is granted to issue a duplicate key.
c. It is the department's responsibility to keep records of keys issued
to their employees and to see that employees follow proper procedures
in returning keys to Campus Police upon termination or transfer.
6. Normally, all keys and lock cores should be changed, or at least evaluated
for change, at intervals not exceeding five years. Condition of keys and
cores, number of lost keys, current and planned use of space, security
problems and current and future security needs are some of the more important
factors to be considered in deciding when keys and cores should be changed.
Movement of a department into space previously occupied by another activity
usually justifies changing keys and lock cores at the time the move is
made.
7. Lock change requests will be directed to Campus Police, outlining the
building, space and doors where changes are desired, reasons for change
and fund account(s) to which costs are to be charged.
8. When a higher degree of security for funds, drugs, records, etc.,
is needed, Campus Police will be notified and assistance will be provided
in determining the level of security needed. Proper forms authorizing
entry to these areas must be completed (Attachment D), and it is imperative
that the number of keys issued be restricted to the absolute minimum essential
to the operation.
9. The Campus Police Key Control Office annually will conduct random
key checks sampling 25 percent of all department key accounts to determine
that proper accountability of keys is being maintained.
*This policy statement supercedes and incorporates Policy 2.170, Key
Control Policy.
Contact
Information
Wanda Thompson
UTHSC Campus Police
45 N. Manassas Street
Memphis, TN 38163
901-448-4441
email: wthompson@utmem.edu
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