louisiana state university department of residential … employment, a new staff member’s name,...

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Louisiana State University

Department of Residential Life

Key Policy

RLOP: 20

KEY POLICY

Scope: Residential Life

Issued : June 1, 2012

Revised: February 2, 2016

I. Purpose

Establish procedures and processes for the control of keys within the Department of Residential Life. The Department is committed to enhancing the security and safety of students, staff, buildings, and their contents on campus. Accountability of keys is paramount in maintaining a secure and safe environment.

Goals

Insure accountability and control of all keys, especially masters and submasters.

Insure security of all buildings and contents.

Provide staff with necessary access to accomplish required tasks.

Maintain a viable key issuance and control program.

General

To help control security and maintain a current and accurate inventory of keys, the Director of Housing has been assigned the task of coordinating the issuance and control of all keys. Any recommendations for changes in policies or procedures must be in writing and addressed to the Executive Director of Residential Life.

All keys issued remain the property of Residential Life. Employees who have been assigned a key(s) must return it to the person who issued the key(s). The key(s) shall in no way be transferred from one individual to another and can only be obtained from the Department of Residential Life key office, 208 Grace King Hall; no staff member will be able to obtain keys from any other source.

Key responsibility is a vital part of each employee’s job performance for Residential Life. Each employee will complete a Key Policy and Procedures Agreement (Appendix A) upon appointment and prior to receiving any keys. A copy will be maintained in

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the individual’s personnel records. Misuse of key(s), failure to return key(s), or loss of key(s) will result in appropriate disciplinary action, which could include termination of employment and/or rendering of financial accountability. It is the employee’s responsibility to insure the keys issued to them are in fact the correct keys and the receipt signed is correct.

Key Office

The Department’s key office is located in 208 Grace King Hall. All key blanks, cores, spare keys, spare cores, and key codes will be maintained by the Key Office. To facilitate key control for the Department, the daily issuance and control of keys and lock changes is delegated to the Administrative Coordinator – Keys (“Key Clerk”). The Key Clerk will be responsible for maintaining the Keystone database with all information to account and track all keys and cores in the Department. Lock changes will be processed in accordance with the Key Control Procedures, KC-1: Lock Change or Key Request (Keystone 600) and Lock Change or Key Request.

It is the Key Clerk’s responsibility to insure that lock changes, codes, key cabinets, and facility information is up to date and accurate in the KeyStone database. The Key Clerk will issue key(s) and document the issues in the KeyStone database and have individuals sign a key agreement for the key(s) he/she acquires. A copy of the signed key agreement will be maintained on file in an individual folder for each person permanently assigned keys. Key agreements documenting temporary issuance of keys will be maintained in a temporary issue folder and destroyed upon return of the issued key. Appropriate return dates will be entered upon issue to allow tracking the return of the key(s).

The list of Departmental key cabinets is in Appendix D. The Key Clerk will provide a paper and electronic copy of the Community Key Inventory form for use for the daily inventory of keys in a hall key cabinet; see Appendix E for a sample of the form.

Training

Each employee will receive training on this policy and the proper handling of keys. Training will consist of two levels. Level 1 will consist of reading this policy and completing a Key Policy and Procedures Agreement. Level 2 will consist of formal instruction.

Completion of level 1 training will be the minimum requirement to allow receipt of a key. Level 1 and 2 must be completed prior to an employee being authorized to issue a key. Residence Life Coordinators, Graduate Residence Coordinators, Resident Assistants, and Desk Assistants will receive training at the beginning of each semester. The Residence Life Coordinator will train staff member(s) hired during the semester using the material presented during semester training. Custodial staff will receive training as a part of their Training Series and upgrade to custodian 2. The appropriate Assistant/Associate Director will train new supervisors/RLCs. New maintenance

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supervisors will be trained by the Maintenance Manager or Assistant Director - Facilities.

Staff Upon employment, a new staff member’s name, office assignment and first day of employment should be submitted to the key clerk to begin the process for issuing a key. The staff member should report to the key clerk to pick up and sign for their key. Staff members will receive one (1) office key. Any other keys issued will be determined by the staff member’s supervisor and a request will be made to the key clerk. When employment ends, the staff member is required to return their key in person to the key clerk where they will sign their key back over. Failure to return keys will result in charges for any needed lock changes. Residential Life and Education

Assistant/Associate Directors

Each Assistant/Associate Director (AD) that supervises RLCs maintains a key cabinet in their office. The key cabinet contains an RLC office and key cabinet submaster, an RLC apartment key, and a GRD apartment key if needed. The AD for Staffing and Organizational Development will additionally have both Faculty in Residence apartment keys as well as the GRD on call keys to be issued out weekly to the GRD on call.

Residence Halls and Apartments

Keys Mishandling of keys is a serious violation of housing procedures. Key control is a vital job responsibility for both the Residence Life Coordinator (RLC), Graduate Residence Director (GRD), Resident Assistant (RA) and Desk Assistant (DA).

Graduate Residence Directors (GRDs), Resident Assistants (RAs) and Desk Assistants (DAs) who lose or misplace a key must report the loss immediately to the Residence Life Coordinator (RLC). Any Residence Life Coordinator (RLC) who loses or misplaces a key must report the loss immediately to his/her supervisor, who will in turn notify the Director of Residential Life and Education, Director of Housing and Executive Director for safety and security reasons.

All resident room keys must be accounted for, either by residing on the correct hook in the hall key cabinet or being recorded as checked out to a student or staff. Any discrepancies must be reported immediately to the Residence Life Coordinator (RLC).

Key Inventory/Audit

When the RLC receives their assignment to a residential community, they should immediately contact the Key Clerk to schedule a joint audit of the master and community key cabinet. The audit shall occur when they take ownership of the community.

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The RLC will conduct an audit of the master and hall key cabinets at the beginning and end of each semester. These audits will be submitted to their AD.

The RLC will schedule a joint audit of master and hall key cabinets with the key clerk prior to leaving his/her position or transferring leadership of the community under his/her care.

A community staff member will conduct a daily key inventory of the hall key cabinet using the Community Key Inventory form and document the inventory on the Daily Log located at/in the community key cabinet. The RLC will inventory the master key cabinet each week and document on the Daily Log located at/in the master key cabinet.

The Key Audit Process is located in Appendix F.

Hall Key Cabinet

The RLC will be issued 2 keys to the community key cabinet. One key will be maintained on a lanyard for use by the desk assistant to issue or handle keys. The key cabinet should remain locked at all times and should contain the following, unless properly checked out for resident or staff use (with the exception of Persona buildings, which will only have 1 key per room):

1. Single Occupancy – two (2) room keys 2. Double Occupancy – three (3) room keys 3. Triple Occupancy – four (4) room keys 4. Quad Occupancy – five (5) room keys 5. ECA/WCA Single Apartment – two (2) entrance keys 6. ECA/WCA Double Apartment – three (3) entrance keys, two (2) each

bedroom keys 7. WCA Triple Apartment – four (4) entrance keys, two (2) each bedroom keys 8. ECA/WCA Quad Apartment – five (5) entrance keys, two (2) each bedroom

keys 9. Other operational keys as necessary for access to equipment rooms, roofs,

data closets, etc.

Master Key Cabinet

A master key cabinet is located in each RLC’s office. Each RLC will be issued a key to their individual master key cabinets. The cabinet will contain one master key for each building assigned to the RLC, RLC office and master key cabinet submasters on call keys, keys to the hall key cabinet(s), mechanical & equipment room keys, telecom room keys, GRD office and apartment keys, RLC apartment spare key, fire alarm key, and elevator key, as well as any other miscellaneous keys needed. Submaster keys will be issued only at specified times. The master key is to be used as a last resort for a specified purpose and returned immediately to the master key cabinet. The removal and return will be logged in the Key Issue Log form (Appendix C). A weekly audit will

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be conducted of the master key cabinet and the Daily Audit Log form will be initialed (Appendix C). The master key is never to be loaned to anyone. Authorized uses include:

1. Fire alarm where entrance to each room is required 2. When emergency room entry is required and spare room key has been

checked out 3. Facility emergency where access to multiple rooms is required 4. Unscheduled health and safety inspections of multiple rooms 5. By the RLC in the performance of assigned duties

Residential community submaster key(s) will be maintained in the Key Office, 208 Grace King Hall. The submaster(s) will be secured to an 8” ring. Upon issue the submaster keys will be placed in the RLC’s master key cabinet. The RLC will be issued submaster key(s) by the key clerk and sign for the keys upon receipt.

Key Issues

Submaster Keys Submasters will only be issued to the RLC when approved by an AD or Director and will be returned at the end of the approved time period. Authorized uses include:

1. During opening and closing of the halls 2. Health and safety inspections 3. Scheduled fire drills 4. Occupancy checks

The RLC may issue a submaster key(s) to his/her staff. Their issue and return will be documented on a Key Issue Log form. This process is critical in insuring an audit trail is maintained on who has possession of the key for security reasons and assigns responsibility for the key. Otherwise, the responsibility for the key reverts to the last entry in the log or key issue record.

Every staff member will observe the following when a submaster key(s) is in their possession:

1. Keys are never to be “loaned” to anyone, even another staff member 2. If you unlock a door you are responsible for locking the door 3. Never unlock a door for a student unless authorized by your supervisor 4. Never allow anyone without a key to enter a room you have unlocked

Note: The Director Residential Life and Education, Director of Housing or Executive Director will be the final approving authority for the issuance of a master(s) or submaster(s) by the Key Clerk.

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Room Keys Any staff member who mishandles keys or otherwise compromises a resident’s living space will be subject to severe job sanctions, disciplinary action, including the possibility of termination and/or financial obligations for the full amount of necessary lock changes.

The Key Check-out and Lock Change Procedure is to be used for issuing a key. This document is in Appendix G of this policy.

Keys will not be issued to residents in absentia. Each resident must sign for his/her own key. During the issuance of keys staff must:

1. Request each resident to present his/her ID to insure that the resident is

assigned to the room for which the key is registered 2. Have each resident sign for his/her key 3. Double-check the key codes 4. Hand the key directly to the resident

All residents must return his/her key through the proper checkout procedure. Any key not returned in this method will be considered lost and the student’s account will be charged accordingly.

Each desk will maintain a log and one section of the log will have forms for the issue of a key to maintenance/custodial personnel. All information will be entered in the log before the key is issued. Upon return, the Desk Assistant will acknowledge return of the key in the log and return the key to the appropriate hook in the key cabinet. All staff must follow these procedures or be subject to disciplinary actions. The log should be checked daily by the GRD or RLC for unreturned keys. The key clerk should be notified in order to have the key returned by staff/personnel. Card Access Locks Communities that utilize card access locks will follow the procedures outlined in the Room Keys section of this policy, along with the Key Check-out and Lock Change Procedure as outlined in Appendix G of this policy when a resident misplaces their LSU issued identification card. Staff member will issue a temporary access card in lieu of a physical key. In circumstances where the card access lock is not responding, staff members will utilize the physical key to access the room for the resident and/or checkout the physical key temporarily to the resident until the card access is repaired. The staff member is to contact the GRD/RLC of the community to report the incident so that a repair may be made immediately.

Lock Change/Key Replacement

The RLC or GRD are the only staff members in a residence hall who can request a lock change. The Key Check-Out and Lock Change Procedure will be followed.

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A charge will be assessed for each lock change for an unaccounted for key in accordance with Appendix B. Broken or bent keys can be replaced if both ends of the key are present. Otherwise, a lock change will be required.

In the event that keys are stolen, a police report must be filed. Initially, the resident will be charged for a lock change. The charge will be reversed after the resident submits a copy of the police report with the RLC/Residential Life.

Residence Life Coordinator (RLC) Key Issue

The Key Clerk will issue keys to each RLC. The Key Clerk will issue the keys and document the action in the KeyStone database and have the RLC sign a key agreement for each key he/she acquires. The following keys will be issued:

1. An RLC Office key 2. An RLC Apartment key 3. An RLC Master Key Cabinet key

Any additional keys deemed necessary must be cleared through the Director for Housing.

Graduate Residence Director (GRD) Key Issue

The RLC will issue keys to each GRD. The GRD must sign for each of the following keys, which they are responsible to the RLC for:

1. One (1) office door key 2. One (1) room key

In addition, the GRD on call box will be issued the following keys to be rotated through the on call rotation:

1. A RLC Office submaster 2. A RLC Master Key Cabinet sumbaster 3. Keys for all equipment and telecommunication rooms

Resident Assistant (RA) Key Issue

The RLC will issue one (1) room key to each RA.

RAs are accountable to the RLC for: 1. All keys issued to them 2. Completing all key forms 3. Identifying and issuing keys to residents 4. Handling emergency entry into student’s rooms as designated by the RLC

Any improper key practices could result in disciplinary action up to and including termination of employment. Violators could also be required to render financial accountability.

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Residence Life Coordinator (RLC) Responsibilities

The most critical aspect of the key system is maintaining an accurate key inventory at all times. The RLC is responsible for all keys assigned to his/her community and the following:

1. A new RLC should immediately review the key cabinet(s) and last audit. After the review, contact the Key Clerk to schedule a joint audit of the master and community key cabinet.

2. Any RLC terminating his/her employment with the Department/University or transferring to a new position will not be released from their responsibilities until the Key Clerk performs a key audit and issues a written release. Key audits must be requested during regular working hours (Monday through Friday, 8:00 AM to 4:30 PM). Their assigned keys must be returned to the key office, 208 Grace King Hall. No weekend checkouts will be allowed.

3. One week before early arrivals, the RLC must conduct a key inventory and make sure all keys are in place and functional for opening.

4. The RLC will insure that the daily key cabinet inventory is conducted and documented on a Daily Audit Log form (Appendix C).

Ed Gay and Nicholson Apartments

Keys Mishandling of keys is a serious violation of housing procedures. Key responsibility is a vital part of the apartment staff and Residence Manager (RM) job.

Residence Managers (RMs) losing or misplacing a key must report the loss immediately to the Assistant Director who will in turn report it to the Director of Communications and Administration, who will in turn notify the Director of Housing and Executive Director for safety and security reasons.

All apartment keys must be accounted for, either being in the key cabinet, on the correct key hook, or being recorded as checked out to a student or staff member. Any discrepancies must be reported immediately to the Assistant Director.

Key Inventory/Audit:

An apartment key inventory will be conducted by a staff member and documented on the Daily Audit Log form (Appendix C), located at/in the key cabinet. A key audit will be done each semester. Keys not accounted for are the responsibility of the Assistant Director.

Apartment Office Key Cabinet

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An apartment key cabinet is located in the Ed Gay office. The Assistant Director, Assignment Coordinator, and each RM will be issued a key to the key cabinet. The key cabinet should remain locked at all times and should contain the following:

1. Five (5) keys for each Ed Gay apartment and four (4) keys for each Nicholson apartment

2. Other operational keys as necessary for access to equipment rooms, roofs, data closets, etc.

RM Key Cabinet

A key cabinet is located in each RMs apartment. Each RM will be issued a key to operate their key cabinet. The Assistant Director and Assignment Coordinator will have a key that will open all RM key cabinets. The RM key cabinet will contain one set of submaster keys for the apartments. The submaster(s) will be secured on a high security ring. The submaster key is to be used as a last resort and returned immediately to the master key cabinet. The submaster key(s) is never to be loaned to anyone, not even another staff member. Authorized uses include:

1. Fire alarm/fire where entrance to the apartment is required 2. When emergency entry is required 3. Facility maintenance in response to a work request and the resident is not

available 4. Health and safety inspections 5. When entrance to multiple apartments is required

Apartment Maintenance Key Cabinet

An apartment maintenance key cabinet is located in the Eg Gay Maintenance office. The Assistant Director and Maintenance Coordinator will be issued a key to the key cabinet. The key cabinet should remain locked at all times when not attended and should contain the following:

1. One (1) key for each Nicholson apartment and one (1) key for each Ed Gay apartment

2. A complete set of master and submaster keys 3. Other operational keys as necessary for access to equipment rooms, roofs,

data closets, etc.

Maintenance Keys (vehicle and buildings) are checked out/in at the start and end of each day from the apartment maintenance key cabinet located in Ed Gay Apartments Maintenance Office. Each key ring or key will be tagged and documented in the KeyStone 600 database.

Each employee is responsible for any keys assigned during the day. Their keys will never be left with anyone except the immediate supervisor and are never to be off their person during working hours.

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Any maintenance employee losing a key or set of keys will immediately report the loss to his immediate supervisor and the Assistant Director, who will in turn notify the Director of Communications and Administration, Director of Housing and Executive Director for safety and security reasons.

Every staff member will observe the following: 1. Keys are never to be loaned to anyone 2. If you unlock a door you are responsible for locking the door 3. Never unlock a door for a student unless authorized by your supervisor 4. Never allow anyone without a key to enter a room you have unlocked

Key Issues

Apartment Keys Security of apartment keys is the highest importance. Any staff member who mishandles keys or otherwise compromises a resident’s living space will be subject to severe job sanctions, disciplinary action, and/or financial obligation for the full amount of any needed lock changes.

The Key Check-out and Lock Change Procedure (Appendix G) is to be used for issuing a key. During the issuance of keys: double-check the key codes, request each resident to present his/her ID, have each resident sigh for his/her key, and hand the key directly to the resident.

All residents must return his/her key through the proper checkout procedure. Any key not returned in this method will be considered lost and the student’s account will be charged accordingly.

The apartment desk will maintain a notebook and one section of the notebook will have forms for the issue of a key to maintenance personnel. All information will be entered in the log before the key is issued. Upon return the Assignment Coordinator will acknowledge return of the key in the log and return the key to the appropriate hook in the apartment key cabinet. All staff must follow these procedures or be subject to administrative actions.

Note: The Director of Communications and Administration, Director of Housing or Executive Director will be the final approving authority for the issuance of a master(s) or submaster(s) by the Key Clerk.

Lock Change/Key Replacement

The Assistant Director or Maintenance Coordinator will request all lock changes and must follow the Key Check-out and Lock Change Procedure (Appendix F). Broken or bent keys can be replaced if both ends of the key are present. Otherwise, a lock change will be required. A charge will be assessed for each lock change from an unaccounted for key in accordance with the Appendix B.

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Residence Manager (RM) Key Issue

The Assistant Director or Apartment Coordinator will issue keys to each RM. The RM must sign for each of the following keys:

1. One (1) master key cabinet key 2. Apartment key(s) 3. One (1) set of submaster keys

The RM is accountable to the Assistant Director for: 1. All keys issued to them 2. Completing all key forms 3. Handling emergency entry into apartments

The following criteria should be observed: 1. Keys are never to be loaned to anyone 2. If you unlock a door you are responsible for locking the door 3. Never unlock a door for a resident unless you have verified that they live in the

apartment

Assistant Director (Apartments) Responsibilities

1. The Assistant Director should immediately review the key cabinet(s) and request a key audit from the Director of Housing upon appointment.

2. Twice a year the Maintenance Coordinator must conduct an apartment key inventory and make sure all keys are in place and functional.

3. The Assistant Director is responsible for scheduling a key audit, annually. The Assistant Director can contact the Key Clerk or Director of Housing to schedule the audit.

4. The most critical aspect of the key system is maintaining an accurate key inventory at all times. The Assistant Director must be accountable for all key transactions for the apartments and is responsible for all keys. The Assistant Director will insure that the daily key cabinet inventory is conducted and documented.

Housing

Maintenance Office

Keys (vehicle and buildings) are checked out/in at the start and end of each day from the maintenance key cabinet located in room 117, River Road Maintenance Shop. Each key ring will be tagged and documented in the KeyStone 600 database.

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Each employee is responsible for his/her assigned keys during the day. Their keys will never be left with anyone except the immediate supervisor and are never to be off their person during working hours.

Any maintenance employee losing a key or set of keys will immediately report the loss to his immediate supervisor and the Maintenance Manager, who will in turn notify the Director of Housing and Executive Director for safety and security reasons.

Every staff member will observe the following: 1. Keys are never to be loaned to anyone. 2. If you unlock a door you are responsible for locking the door. 3. Never unlock a door for a student unless authorized by your supervisor. 4. Never allow anyone without a key to enter a room you have unlocked.

Key Cabinets

A building and vehicle key cabinet will be maintained in the maintenance office for the storage of keys and key rings. The Maintenance Manager or designated supervisor will be responsible for issuing and checking in all keys at the beginning and end of the day. A Key Issue Log form will be used to document the issue and return of keys. All vehicle and employee keys will be secured in the appropriate key cabinet at the end of the day and Daily Audit Log form initialed (Appendix C).

The Maintenance Manager will audit the vehicle and building keys on a weekly basis. This audit will be submitted to the Key Clerk.

The Maintenance Manager is responsible for scheduling a key audit each year. The Maintenance Manager can contact the Key Clerk or Director of Housing to schedule the audit prior to the start of the spring semester.

Note: The Director of Housing or Executive Director will be the final approving authority for the issuance of a master(s) or submaster(s).

Custodial Staff

Each Custodial Supervisor will be issued the following keys: 1. One (1) master key for each building assigned 2. One (1) set of submaster keys for each building assigned 3. One (1) master key cabinet key 4. Access cards for communities with card access locking mechanisms (number

of cards will be determined by Housing and Information Systems staff members)

5. Other operational keys as necessary for access to equipment rooms, roofs, custodial closets, custodial offices, data closets, etc.

The custodial supervisor is required to sign for each key he/she receives and must be accountable for each key issued. The custodial supervisor will daily issue each staff member a set of keys related to their position and responsibilities. Each custodian is

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responsible for his/her assigned keys and is accountable to his/her immediate supervisor.

Key rings, master key(s) or submaster key(s) assigned to an individual are never to be off their person during the working day. Anyone losing a key ring, master key, or submaster key will immediately report the loss to his/her immediate supervisor. The custodian supervisor will notify the Associate Director, who will in turn notify the Director of Housing and Executive Director for safety and security reasons.

Every staff member will observe the following: 1. Keys are never to be loaned to anyone 2. If you unlock a door you are responsible for locking the door 3. Never unlock a door for a student unless authorized by your supervisor 4. Never allow anyone without a key to enter a room you have unlocked

The Custodial Supervisor is responsible for scheduling a key audit with the Key Clerk each summer. The Custodial Supervisor can contact the Key Clerk or Director of Housing to schedule the audit.

Operational Key Cabinets

An operational key cabinet will be maintained in each Custodial Supervisor’s office for the storage of key rings. The Custodial Supervisor or designated supervisor will be responsible for issuing and checking in all keys at the beginning and end of the day. A Key Issue Log will be used to document the issue and return of keys to assigned staff. All employee keys will be secured in the operational key cabinet at the end of the day and a Daily Audit Log form initialed (Appendix C).

Master Key Cabinets

A master key cabinet will be maintained in each Custodial Supervisor’s office for the storage of master and submaster keys. The Custodial Supervisor will be responsible for the master and submaster keys. The master key cabinet will be inventoried at the end of each shift and a Daily Audit Log form annotated. A Key Issue Form will be used to document the issue and return of submaster keys to assigned staff. All master and submaster keys will be secured in the master key cabinet at the end of the day. Note: The Director of Housing or Executive Director will be the final approving authority for the issuance of a master(s) or submaster(s)

Card Access Locks/Buildings

Custodial Supervisors will maintain access cards for communities that have card access locking mechanisms. The Custodial Supervisors will check the cards out to staff members as needed.

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All other card access will be granted by Information Systems staff members in 310 Grace King Hall (8:00 AM-4:30 PM, Monday-Friday) after authorization has been given by the Associate Director for Housing or designee.

Communications and Administration

Conference Housing

Conference groups may rent keys for special areas/rooms to use for meetings and special

activities during the course of a conference. Key responsibility is a vital part of security for

Residence Life and is taken very seriously. The mishandling of keys is a serious violation of

housing procedures and will result in charges to rectify any violation of security.

Keys will be issued by the Key Clerk to the Contracts and Conference Manager who will check

keys out to a Conference Group Representative. Any key checked out to the conference group

is done with the acknowledgement and authority to accept responsibility. Checked out keys

must be returned the next day or by the agreed upon date and time. Failure to return the key

within the specified time will result in a lock change. The charge for the lock change (amount

varies by building) will be billed to the conference.

Communications and Marketing

The Associate Director of Communications will submit a key request to the Key Clerk for each approved student show room for fall and spring semesters. The Key Clerk will have an extra key cut for each showroom and issue to the Assistant Director – Communications. The keys will be stored in the Communications key cabinet and issued via a Key Issue Log when used for tours. The show room keys will be turned in to the Key Clerk at the end of use. For summer semesters, a key for each designated vacant summer show room will be signed out from the respective building RLCs for the entire summer. The keys would be turned in the week prior to move-in, or in time for the rooms to be cleaned.

The Associate Director of Communications is responsible to the Key Clerk (for fall and spring show room keys) and the respective building RLC (for summer show room keys) for:

1. All keys issued to them. 2. Completing all key forms. 3. Training and supervising the tour guides on proper key use and security.

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APPENDIX A

Key Policy and Procedures Agreement

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Key Policy and Procedures Agreement

I, the undersigned, have read the Department of Residential Life Key policy and agree to abide by the rules and regulations set forth in the document. I understand my responsibility concerning the keys assigned to me and I also understand the repercussions from improper key practices.

_________________________

Signature

_________________________

Printed Name

_______________ __________

Title

_________________________

Location

_________________________

Date

A-1

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APPENDIX B

Lock Change and Lost Key Charges

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Lock Change and Lost Key Charges

The following rates will be charged when a key cannot be accounted for or is lost: East Campus Apartments Bedroom Door $80 Entrance Door $155 Both Bedroom and Entrance Doors $170 West Campus Apartments Bedroom Door $75 Entrance Door $75 Both Bedroom and Entrance Doors $150 Kirby Smith Hall $110 All other buildings $50

B-1

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APPENDIX C

Key Cabinet Dailey Audit Log

Key Issue Log

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_________ Community Key Cabinet No. ___ Daily Key Audit Log For________ 20

Day Checked by

1

2

3

4

5

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9

10

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RL Form 5.06A

C-1

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Key Issue Log

Date

Bldg/

Area/Room

Key/Keyring

Code Time Printed Name Signature

Date

Returned

Supervisor's

Initial

RL Form 5.06B

C-2

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APPENDIX D

Departmental Key Cabinet List

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Cabinet No Location Description

1 GKH 201 Masters, Submasters, Operating Keys

2 GKH 201 Bldg. Misc. Keys




6 GKH 201 Facilities Operating Keys

7 GKH 201 Facilities Master Keys

8 GKH 201 Hall Submaster Keys

9 BRO Custodian Master Key Cabinet

10 ECA Custodian Master Key Cabinet

11 EKS Custodian Master Key Cabinet

12 ELV Custodian Master Key Cabinet

13 EVG Custodian Master Key Cabinet

14 RC1 Custodian Master Key Cabinet

15 HGT Custodian Master Key Cabinet

16 PEN Custodian Master Key Cabinet

17 WCA Custodian Master Key Cabinet

20 ACD Hall Master Key Cabinet

21 ECA Hall Master Key Cabinet

22 BLA Hall Master Key Cabinet

23 ELV Hall Master Key Cabinet

24 EVG Hall Master Key Cabinet

25 RC2 Hall Master Key Cabinet

26 HGT Hall Master Key Cabinet

27 MLR Hall Master Key Cabinet

28 BRO Hall Master Key Cabinet

29 WCA Hall Master Key Cabinet

30 EDG Office Apartment Master Key Cabinet

31 WNA Maint. Apartment Submaster Key Cabinet

32 EDGR Apartment Submaster (RM) Key Cabinet

33 EDGQ Apartment Submaster (RM) Key Cabinet

34 WNA Unit I Apartment Submaster (RM) Key Cabinet

35 WNA Unit II Apartment Submaster (RM) Key Cabinet

36 WNA Unit II Apartment Submaster (RM) Key Cabinet

37 WNA Unit III Apartment Submaster (RM) Key Cabinet

38 WNA Unit III Apartment Submaster (RM) Key Cabinet

40 EDG Office Apartment Operating Key Cabinet



43 WNA Maint. Apartment Operation Key Cabinet

50 RLW 117 Maintenance Technician Key Cabinet

51 RLW 117 Maintenance Vehicle Key Cabinet

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Cabinet No Location Description

55 GKH 204 Ed. Assistant Director Key Box

56 GKH-209 Ed. Assistant Director Key Box

57

60 ABH Hall Operating Key Cabinet

61 ACD Hall Operating Key Cabinet

62 BLA Hall Operating Key Cabinet

63 BRO Hall Operating Key Cabinet

64 ECA Hall Operating Key Cabinet

65 EKS Hall Operating Key Cabinet

66 ELV Hall Operating Key Cabinet

67 EVG Hall Operating Key Cabinet

68 RC1 Hall Operating Key Cabinet

69 HGH Hall Operating Key Cabinet

70 HGT Hall Operating Key Cabinet

71 LGH Hall Operating Key Cabinet

72 MCV Hall Operating Key Cabinet

73 MLR Hall Operating Key Cabinet

74 PEN Hall Operating Key Cabinet

JAC

TAY

BEA

LEJ

75 WCA Hall Operating Key Cabinet

80

90 ECA Custodian Operating Key Cabinet

91 EKS Custodian Operating Key Cabinet

92 ELV Custodian Operating Key Cabinet

93 EVG Custodian Operating Key Cabinet

94 RC1 Custodian Operating Key Cabinet

95 HGT Custodian Operating Key Cabinet

96 PEN Custodian Operating Key Cabinet

97 WCA Custodian Operating Key Cabinet

98 BRO Custodian Operating Key Cabinet

D-2

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APPENDIX E

Community Key Inventory Form

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XYZ COMMUNITY Key Cabinet 1000 Inventory

(Printed 7/1/2003)

No. of Keys

Required Hook/Room

No. of Keys

on Hook

Keycode in

Keystone

Keycode in

Cabinet Notes MAXIMO Location MAXIMO Description

1 1 RLEQ-99 Equipment room/roof/elevator access

1 2 RLCOM-99 Telecom closet/room key (all)

1 3 99E1-1 Hall and bathroom key

1 4 99A1-1 Exterior Entrances

1 5 99A100-1 Kitchens

1 6 99A101-1 XYZ-01-0114 Study Hall

1 7 99B101-1 XYZ-02-0200 Hall Store Room

1 8 Fire Alarm Panel and Pull Stations

1 9 Local Door Alarms

10

First Floor

2 110 99A2 XYZ-01-0110 STUDENT ROOM




Second Floor

3 201 99B1 XYZ-02-0201 STUDENT ROOM




Third Floor

3 301 99C1 XYZ-03-0301 STUDENT ROOM




Fourth Floor

3 401 99D1 XYZ-04-0401 STUDENT ROOM




E-1

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APPENDIX F

Key Audit Process

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Key Audits

Process Name:

Key Audits

Process Owner:

Residential Life and Education

Functional Areas Involved in Administering Process:

- Residential Life and Education

- Housing

- Financial and Human Resources

Process Map:

A. RAs on-call are to complete a key audit of the operating key box at the beginning of each on-call

shift (7pm on weekends). RAs on-call should be making note of the following:

1. Missing Keys

2. Keys out due to a Key Rental

3. Miscoded keys

B. RAs on-call should report this information to the GRD/RLC

C. GRD/RLC should follow up daily on any discrepancies found in daily key audits. For keys

missing or late rentals, Lock Changes should be requested immediately. Where applicable,

RLC/GRD should investigate undocumented missing keys and swiftly utilize the student staff

discipline process to hold RAs/DAs accountable for not following proper key procedures/misuse

of keys.

D. Once per week (or more frequently if needed), GRDs should complete an audit to insure accuracy

of daily RA audits.

E. Once per month (or more frequently if needed), RLCs should complete an audit. An audit is due

on the first business day of the month, saved to the g-drive (G:\Residence Education\Key Audits).

RLCs should use the following definitions:

1. Number of keys on hook: the number of actual keys present on the hook at the time of audit

2. Number of keys expected: utilizing the VAVL screen in mainframe, this number should

reflect how many keys should be on the hook, accounting for vacancies and holds

3. Total number of keys: how many keys total (assigned and spares) are assigned to the hook

4. Number of Residents: utilizing the VAVL screen in mainframe, this number should reflect

how many residents should be living in a room/apartment, accounting for vacancies and holds

5. Notes to explain discrepancies/charged student/WO number: if the number of keys on the

hook and number of keys expected are not equal, an explanation for the discrepancy is

required. Examples of explanations include (but are not limited to):

a. Key Rental

b. Lock Change, Name of student, WO Number

c. Vacancy

d. Kitchen

e. Vacancy—RA Room

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APPENDIX G

Key Check-Out and Lock Change Procedures

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Key Check-Out and Lock Change Procedures

Process Map:

A. Issuing temporary rental key for lock-outs

1. Resident requests temporary key/access card at front desk.

2. Staff member confirms that the resident knows the location of his/her original key/LSU ID.

If the resident states that his/her key is missing or unaccounted for, a lock change must be

submitted (skip to appropriate lock change process below depending on time of day)

3. Staff member checks LSU ID and room number against room roster to confirm assigned

resident is requesting access to the correct room. If student does not have LSU ID, use Driver

License and roster information to confirm identity.

4. Resident completes and signs key rental agreement; Staff member reminds resident that the

key/access card must be returned within 24 hours of the rental.

5. Staff member creates a temporary access card in Persona or retrieves appropriate key from

key cabinet and records the rental on a new line on the resident’s key card.

6. Staff member provides resident with carbon copy of signed Key Rental Agreement

7. When key is returned within 24 hours of rental:

a. Staff member indicates on key rental agreement that key/access card has been returned

b. Staff member signs key/access card in on key card and re-files key card

c. Staff member verifies the correct key has been returned and re-hangs in key cabinet

d. Staff member places key rental agreement in RLC /GRD box

e. RLC/GRD confirms the key/access card has been returned

f. RLC/GRD is responsible to develop a system in-hall to track all rentals to determine

when a student must be charged.

i. For a first or second time rental, no action is taken, key rental form is kept for records

ii. For a third (or more) rental, RLC/GRD forwards the rental agreement to the business

office where a $5.00 rental fee is applied to resident’s fee bill

g. If at any point the key is not returned within 24 hours of rental:

i. RLC/GRD requests a lock change via MAXIMO.

ii. RLC/GRD returns key card to key card storage location and keeps Key Rental

Agreement on file.

B. Non-Emergency Lock Change:

1. RLC/GRD enters a lock change request via MAXIMO

2. Work order is forwarded to Key Clerk

a. Work order is printed and given to locksmith

b. Lock change is completed

c. Appropriate number of keys left at the desk in an envelope. Staff member must sign for

keys. If the desk is not open, key must be picked up by the RLC from the key clerk.

3. Staff member places keys in key cabinet and removes old keys and places in envelope

4. Staff member signs the old key(s) in and new key(s) out on the card when residents come to

get new key(s)

5. Staff member issues the resident a new key(s)

6. RLC/GRD updates key inventory

7. RLC/GRD forwards old keys to Key Clerk when all old keys are accounted for

8. Financial and Human Resources office queries lock changes from MAXIMO 3 times per

week and charge is posted to student’s account

C. Emergency Lock change (requests between 8am and 4:30pm Monday – Friday)

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1. RLC enters a lock change request via MAXIMO (an emergency consists of a robbery,

burglary, or any other time where safety is at a significant risk because identification/room

number is with the key.)

2. RLC Contacts Key Clerk to inform him/her of the request

3. Work order is forwarded to Key Clerk

a. Work order is printed and given to locksmith

b. Lock change is completed

c. Temporary keys may be necessary depending on the time of day. If so, Key Clerk will

initiate a lock change for the following business day.

d. Appropriate number of keys left at the desk in an envelope. Staff member must sign for



5. Staff member signs the old key(s) in and new key(s) out on the card when resident comes to

get new key




9. Financial and Human Resources office queries lock changes from MAXIMO 3 times per

week and charge is posted to student’s account. In the event of a crime, a lock change charge

will be credited upon receipt of a police report

D. Emergency Lock Change (requests outside of business hours Monday – Friday and weekends):

1. Staff member calls RLC or on-call RLC

2. RLC calls Facility Services (8-3186) to request a lock change and enters a lock change

request in Maximo.

3. Facility Services will call out a locksmith to install a temporary lock

4. A temporary lock change is completed locksmith will bring temporary keys to the front desk.


6. Staff member signs the old key(s) in and new key(s) out on the card when residents come to

get new key(s)


8. On the next business day, Residential Life locksmiths will perform another lock change with

a permanent core.

a. Lock change is completed

b. Appropriate number of keys left at the desk in an envelope. Staff member must sign for


c. Staff member places keys in key cabinet and removes old keys and places in envelope

d. Staff member signs the old key(s) in and new key(s) out on the card when residents come

to get new key(s)

e. Staff member issues the resident a new key(s)



11. Business office queries lock changes from MAXIMO 3 times per week and charge is posted

to student’s account. In the event of a crime, a lock change charge will be credited upon

receipt of a police report

E. For buildings with Persona locks, if the battery to the door lock is not functioning and it is outside

of normal business hours, do the following:

1. Issue the student a hard key to the room for 24 hours; follow proper key check-out procedures

2. Enter a work order in Maximo regarding the door lock

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