PERSONNEL SAFETY, SECURITY, AND HEALTH POLICIES

VI. KEY ISSUE AND CONTROL POLICY

A. Policy

1. Other than during normal working hours, all buildings shall be locked in order to maintain the security of both the buildings and their contents. Academic buildings shall be opened to serve student and University needs from Monday through Friday from 7:30 a.m. to 6:00 p.m. or until 30 minutes after the final class in the building, whichever is later. A waiver may be issued by the vice president responsible for that building for different operating hours. When academic buildings have been secured, access may be permitted by a security officer upon presentation of proper AUI identification and a stated reason for access to the building. Except for classrooms, all interior doors to all University buildings will be locked by janitorial personnel upon completion of cleaning operations of each room.
2. Non-academic activities sponsored by University departments/groups must have prior approval from the appropriate facility coordinator for area(s) to be used. Each department/group is responsible for coordinating with the Security department the opening/closing of door(s) to the area(s) they will be using for their activity.
3. The scheduling of off-campus sponsored activities is the responsibility of the department of Development and Communication. Each area to be used for off-campus sponsored activities must be reserved with the appropriate facility coordinator. Security personnel will ensure designated areas are open for off-campus sponsored activities only subsequent to receiving notification from the department of Development and Communication.
4. The Registrar's Office is responsible for scheduling classroom usage. Security personnel will ensure that designated doors are open for special activities involving classrooms only subsequent to receiving notification from the Registrar's Office.
5. Prior approval must be obtained from the appropriate Dean for activities scheduled in lab areas. The appropriate Dean or his designee is responsible for the opening/closing of doors and ensuring that adequate supervision is present.
6. Keys are not to be issued to students. For those students needing after-hours access to University buildings, a memorandum should be sent through the appropriate dean to the Security office listing those students who are to have access and into what rooms.
7. Special assignment of keys, where required (such as contractors, housekeeping, food services, etc.) may be authorized by the safety and security controller
8. Employees may be issued keys to University buildings upon written approval of the Dean/Director or designee, and the Vice President in accordance with University procedures.
   1. Keys are issued for entry to University buildings for the purpose of conducting University business only.
   2. An authorized employee entering or leaving a locked building shall not permit any individual to enter who would not normally be permitted to enter the building during the hours it is locked. An authorized employee may have guests so long as the guests stay in the proximity of the employee having the assigned key and the authorized employee assumes full responsibility for their presence.
   3. An individual entering or leaving a locked building shall be responsible for securing the door and may be held responsible for any loss or damage to University property resulting from failure to do so.
9. Individuals transferring to another department or building may be issued new keys upon the written approval of the new Dean/Director in accordance with the above.
10. All keys issued remain the property of the University and shall be returned under the following conditions:
    1. For all employees:
       1. Upon transfer to another unit or building.
       2. Upon termination of employment.
       3. Upon request of the Dean/Director
       4. Upon being granted a leave of absence without pay for a period of 30 or more calendar days; however, employees granted such leaves may retain their key(s) if they are authorized to have access to the building and/or office during the leave.
    2. For all individuals:
       1. At the request of Security personnel.
       2. At the request of personnel authorized to manage or audit this policy.
11. It is the responsibility of the appropriate Dean/Director or designee to ensure that all keys are returned under the provisions above.
12. In no case is a key to be transferred from one individual to another or to be obtained from any other source than from the security department. When any transfer or duplication of a key is made or used without University consent, the key shall be recovered and the individual(s) involved reported to the administrative head, dean, or superior officer for appropriate action.

B. Regulations

1. Keys to cabinets, lockers, and drawers within buildings or to dormitory rooms are not covered under provisions of this policy. Security will furnish these keys upon request by the director of the facility. The issue, control, and recovery of these keys are the responsibilities of the director of the facility.
2. Key issuance is authorized by the Dean/Director, subject to such policy guidance as may be issued by the appropriate administrative head.
3. The types and number of keys issued will be limited to the minimum required by regular work assignments.
   1. The permanent issuance of building master keys will be limited to the President, Vice Presidents, and those service departments needing access to the facility.
   2. The permanent issuance of building submaster keys will be limited to Deans and Research Center Directors.
   3. Two or more keys may be issued to those requiring access to several rooms throughout the entire building.
4. Procedures for the issuance and return of keys may be altered by the security controller, as required to meet work requirements throughout the campus.
5. The loss or theft of any key is to be reported immediately to the Dean/Director, who, in turn, will notify the security services.
6. Lost keys turned into a department are to be forwarded immediately to the department of Security.
7. Application for keys are made on a Key Record form.
   1. Key Record forms must be typed.
   2. A separate form is used for each key requested.
   3. Key Record forms are available from the security department.
8. Keys can only be obtained in person directly from the security department.
   1. All other keys may be picked up by an appropriate department representative if the Key Record form has been signed by the applicant in advance.
   2. The departments are responsible for the key collection procedure. Departments collecting keys will transfer them to the security department.

Note: Departments failing to deliver keys to security department expeditiously will cause a delay in the release of a terminating employee's final paycheck.