IS - 1412 Key and Lock Control	Operations Release Date: 1/9/02 Revision 1:3/21/03 Revision 2: 5/3/06
Policy

Administrative Directive

Introduction

In keeping with the College's mission and goals, Central New Mexico Community College (CNM) promotes the security of students, faculty, and staff.  This administrative directive describes the control, use and possession of keys which in turn facilitate appropriate access to CNM premises and campus facilities.  The procedures standardize key requests and their issuance to ensure consistency of practice throughout the College.  The objective of key and lock control is to provide a reasonable level of security for CNM while allowing as much freedom of access as possible to the campus community. 

1.  Administration of Key and Lock Control

1.1       Security Department 

The Security Department controls the key and lock systems at CNM.  In conjunction with the Lock Shop, the Security Department is responsible for the following: 

·        housing master keys

·        issuing keys and key cards

·        maintaining a College-wide key inventory database of critical key information

·        evaluating requests for new or alternative lock and security systems

·        conducting key control audits 

·        investigating lost or stolen keys 

1.1.1    The Security Department assigns key control authority to individual campuses through Campus Key Control employees.  If there is not a Campus Key Control employee, the Security Department assigns keys.  Only Security and a Campus Key Control employee can issue keys. 

1.2       Lock Shop   

1.2.1    The CNM locksmiths are the only employees authorized to install, remove and service CNM door locks and/or door locking mechanisms.   

1.2.2    The locksmiths are responsible for scheduling all door locks for preventive maintenance checks and services.  However, employees should still report malfunctioning or broken locks or locking devices when they occur to the Physical Plant work order desk (ext.4574) or by filling out a Request for Services form.  

1.3       Campus Key Control 

All campuses, except for Main, must have one Campus Key Control employee and one back-up person who are cross-trained in key control responsibilities. 

1.3.1    After receiving training from the Security Department and Locksmith, the Campus Key Control employee is responsible for completing the Key Request/Replacement forms, updating data in the key database, maintaining the Key Inventory/Signature Card file, and maintaining the Campus Key Box, which will be provided by Physical Plant Department (PPD).  

1.3.2    Campus Key Control employees maintain a current key list for their campus.  The key list includes:  

·        Employee I.D. number

·        Name of key holder

·        Department

·        Key number

·        Date issued

·        Cost account   

1.3.3    The Campus Key Control employee is responsible for notifying the Security Department, within 24 hours, of lost, stolen or misplaced keys, and for collecting keys from exiting or transferring CNM employees with keys/cards to their campus.   

1.4       Department Key Control  

Each department designates a Department Key Control employee who initiates key requests and maintains a key box inventory of all desk, padlock and file cabinet keys within their department.   

1.4.1    The Key Control employee will be able to inventory, and hold in a secure key box, the key ring for returning faculty during breaks.  The inventory of keys will be completed on a 3-part form with the first part being forwarded to Security, the second part to be kept on file in the department, and the third copy given to the faculty member. 

If the faculty member does not return, the Key Control employee must turn in the key ring to the Security department along with the department copy of the inventory receipt.   

1.4.2    When a department does not have a designated Key Control employee, approved Key Request/Replacement forms are forwarded to the Security Department by the appropriate dean, director. 

1.4.3    Department Key Control employees maintain a current key list for their area.  The key list includes:  

·        Employee I.D. number

·        Name of key holder

·        Key number

·        Date issued

·        Cost account   

     2.    Key and Lock Services 

Only two CNM entities issue keys: the Security Department and a Campus Key Control employee.        

2.1        Requesting Keys and Key Cards 

Employees may request keys and key cards through their department/area Key Control employee, if one has been assigned. If a Key Control employee has not been assigned, go through the Campus Key Control employee or the Security department to request keys. 

 2.1.1    New, replacement, duplicate and/or temporary keys and key cards are requested by contacting the appropriate Key Control employee who will complete a Key Request/Replacement form for the request. Requests for keys and key cards must have the appropriate level of approval before being submitted to the Security Department. 

2.1.2    A Key Inventory/Signature Card is completed for each employee who is assigned a key or key card.  The card contains an acknowledgement of responsibility and lists each key the employee checks out.   

2.1.2.1 Employees who have signature approval authority must fill out and sign a Key Inventory/Signature Card which is kept on file in the Security Department or with the issuing authority.  The dean, vice president, department head or director responsible for the area must approve the issuance of the keys in their areas.                                                                        

2.1.3    Certain restrictions and laws apply to keys and key cards and should be taken into consideration before making a key request. 

2.1.4    All pieces of a damaged/broken key or key card must be turned in to Security with a completed Key Request/Replacement form before new keys are issued. 

2.1.5    The Security Director determines whether hours for which access is requested is acceptable.  Security Administration will notify the requestor’s department Key Control employee if a change to the access hours is made, or, if the request is not approved. 

2.1.6    The Lock Shop encodes the requestor’s ID card to allow access to the room(s) list on the Key Request/Replacement form.  If the Lock Shop is unable to encode the requestor’s ID card for any reason, a temporary key card can be issued until the employee obtains another ID card.  Employees who do not have a CNM ID card can obtain one at the Student Activities department located in the Student Services Center (SSC). Contact the Student Activities Director for more information on obtaining an identification card if necessary.

2.2        Issuing Keys and Key Cards

2.2.1    The Security Department issues keys after receiving and approving a Key Request/Replacement form. 

2.2.2    The Campus Key Control employee issues keys from their Key Box after completing a Key Request/Replacement form and only after approval from the Director of Security. 

2.3       Lock Requests 

2.3.1    Lock requests are made by completing a Request for Services form and submitting it to the Director of Security for approval.  Upon approval the request is sent to Facilities for a work order assignment and then to the CNM Locksmith.   

2.4       Lock Repair and Replacement 

Door locks may only be changed, removed, serviced or repaired by the CNM Locksmith.  The Security Director must approve any work resulting in a change of key for any CNM door. 

2.4.1    Broken or malfunctioning door locks must be reported immediately to the Physical Plant work order desk by phone (ext.4574) or by filling out a Request for Services form. After normal business hours you will need to call (ext. 3002). 

2.4.2    Departments or campuses requiring a door lock change due to security violations or lost keys should forward a Request for Services form to the Security Department.  A cost account number must be provided with the request. 

2.4.3    Changes requested for the sake of convenience will be charged to the department. Locks for secured areas are considered a necessity. Locks for non-secured areas are considered a convenience, e.g., adding a keypad lock to a bathroom door.   

2.5       Alternative Locking Devices 

The installation of alternative locking devices such as keypads, card swipes and electric strikes are considered on a case-by-case basis.  The department head should submit a written request for these and other devices to the Security Department using a Request for Services form. 

            2.5.1      Consideration will be given to those areas that require special security and access.         

            2.5.2    Departments requesting special locking devices, as a matter of convenience rather than security must include a cost account number on the request.   

2.5.3    Upon installation, the Department Key Control employee is responsible for issuing codes for entry and changing codes for the term breaks. 

            2.5.4    Chains or cables and padlocks may be used on fences, gates and storage areas.  Requests for these items are submitted in writing by the department head to the Security Department.  These devices are installed by the Security Department or the CNM Locksmith. After normal business hours call (ext. 3002) if assistance is needed. 

3.         Process Controls for Locks and Keys 

3.1       Restrictions on Keys and Key Cards 

Employees are issued only the minimum numbers of keys and key cards required for the performance of their job duties. This number is determined by the department head/dean.  

3.1.1    Keys and key cards are issued only for the locations listed on the Key Request/Replacement form.   

3.1.2    If the key is to open multiple locations, all such locations must be listed on the Key Request/Replacement form. 

3.1.3    Keys and key cards must be issued by the Security Department or the Campus Key Control employee to the individual who is requesting the keys.  Keys and key cards cannot be obtained through the mail.   

3.1.4    Employees may have only one key or key card to a particular area.

3.1.5    CNM will not issue a Building Master Key to anyone other than the Security Department. 

3.1.6    Exterior building keys are not issued under any circumstances.  Security is custodian to all exterior building keys. 

3.1.7    Door keys, or cards, are not issued to student and/or student employees.  Employees may not check out keys or cards for any other employee or contractor. 

3.2       Key Request Approval Levels  

3.2.1    A dean, vice president, or director/designee, can approve key requests.  A signed memorandum from the dean, or director indicating the level of approval authority and the designee's name is submitted to and kept on file at the Security Department for the duration of the dean or director’s absence.   

3.2.2    Requests for keys must have the appropriate level of approval before being submitted to the Security Department. 

3.2.3    The Security Director or designee must approve key requests prior to cutting the key(s).   

Key                                         Level of Approval   

Department Master Key           Only the Director of Security can approve a Department Master Key. The Department Key Control employee must insure a check-out procedure is in place for the key and that the key always remains on campus.                                               

Individual (Change) Key           Dean or Director 

Mechanical Keys                      Physical Plant Director  

Custodial Keys                         Physical Plant Director/Department Head  

Single Key Different (SKD)      Dean or Director and Director of Security 

3.3        Key Box 

The Key Box is a locking storage box for all keys issued by the Security Department, or Campus Key Control employees.  The Security Department and the Lock shop assist with setting up the Key Box and training newly designated Campus Key Control employees.   

3.3.1    All keys issued to the Campus Key Control employee must remain in the Key Box until issued to an individual. 

3.3.2    Replacement keys for the Key Box are issued only after providing a copy of the Key Inventory/Signature Card of the employee to whom the original keys were issued. 

3.4       Key Inventory Database 

The Security Department and Lock Shop maintains a database of every key in use/issued.  The database identifies every department, campus and employee who has been issued keys.  The Lock Shop identifies the keys in use, whereas the Security Department identifies who is in possession of each key. 

3.5       Reporting Lost or Stolen Keys

All lost or stolen keys must be reported to the Security Department within 24 hours.  The incident is recorded by Security on a Lost or Stolen Key Report.

3.5.1    To replace lost or stolen keys and key cards, employees must complete a Key Request/Replacement form and submit it to the Security Department or to the Campus Key Control employee.   

3.5.2    The locks that the lost keys opened should be re-keyed.  To re-key a lock, the department must send a Request for Services to the Security Director for approval.  The Security Department then forwards the approved request to the Physical Plant for a work order number.   

3.5.3    The department requesting services must provide a cost account number for replacement keys and re-keying of lock(s). 

3.5.4    A temporary key card can be issued to the requestor until the employee obtains a replacement ID card to have encoded.  There is a replacement fee of $5.00, payable to the CNM Cashiers, for lost cards.

3.6       Returning Keys and Key Cards

3.6.1    Keys and key cards that are no longer needed for the performance of duties, limited term projects or temporary building access should be returned to the Campus Key Control employee or the Security Department. 

3.6.2    Upon termination of employees with key card access, Key Control employees or department managers collect the employee’s ID card and forwards it to Security or the Campus Key Control employee.     

Upon notification from Security, the Lock Shop removes the employee’s key card access to any rooms for which they had been given access. 

3.6.3    In compliance with the CNM Employment Separation administrative directive, all employees who are exiting CNM or transferring to another department must return their CNM key(s) to the Security Department or to the Campus Key Control employee. 

3.7       Key Record Audit 

3.7.1    At the request of the Director of Security, or designee, the Security Department or the Lock Shop may conduct an audit on the key control records or Key Box at any time.   

3.7.2    The Security Department may hire a private investigator to investigate any lost, stolen, or unaccounted for keys.

3.8       Duplicating Keys            

3.8.1    State law (NMSA 30-14-2) prohibits the removal or installation of locking mechanisms and the duplication of any CNM key by any party other than the CNM Locksmith.   

3.8.2    The CNM Lock Shop is the only registered agent authorized to make keys used by CNM.  To ensure compliance with state law, all requests for duplicate keys must be approved by the Security Director prior to being cut.  Employees needing duplicate keys may contact their department Key Control employee, Campus Key Control employee or the Security Department to request a duplicate key.

3.9       Transferring Keys

Transferring keys from one employee to another must be completed at the Security Department or in the presence of the Campus Key Control employee to ensure the proper transfer of information on Key Inventory/Signature Cards and the key inventory database.  

3.10     Temporary Keys 

3.10.1 Departments, campuses or employees requiring short-term temporary keys must present an approved Key Request/Replacement form to the Security Department or to the Campus Key Control employee.   

3.10.2 Occasionally, a private contractor or auditors will be on campus for an extended period of time and will need access to various areas to complete their work.  In these situations the project manager or hosting department must complete a Key Request/Replacement form requesting that the necessary key(s) be issued to the contractor or auditor.  The contractor or auditor will not be issued Exterior Building keys. 

3.10.3 Employees who have forgotten to bring keys to work are not issued temporary keys but must rely on their department personnel during normal business hours.  After normal business hours, contact the Security office at ext. (3002).  Proper identification will be required to gain access into a building or room.

3.11     Miscellaneous Keys and Locks 

Certain keys and locks are not inventoried, stored, tracked or maintained by the Security Department or the Lock Shop.  These include but are not limited to: 

·        File Cabinets

·        Desks

·        Tool Boxes

·        Cabinets

·        Department Pad Locks

·        Department/Student Lockers

·        Refrigerators

·        Freezers

·        Computers

·        Department Storage Cabinets           

3.11.1     Unlocking or servicing these locks is requested on a Request for Services form.       

         3.11.2     Copies of these keys may be obtained by submitting a Key Request/Replacement form to the Lock Shop.  The Lock Shop may need the original key in order to make a copy.

4. Definitions  

Forms:	Key Request/Replacement Form Key Inventory/Signature Card Request for Services Separation Checklist
Support Materials:	IS-2004, Employment Separation
Reference Materials:	New Mexico Statutes Annotated 1978