ADMINISTRATION AND CONTROL OF KEYS
I. REFERENCES:
A. UCSB Policies Manual, Policy 5533, Issuance of Keys.
B. UCSB Policies Manual, Procedure 5536, Locking and Unlocking of
University Facilities.
II. POLICY:
To maximize the security of UCSB facilities and to provide for the
administration and control of keys, the following guidelines for key
use and key issuance have been formulated. This policy does not
include the keys used in residence halls, residential apartments,
the University Center, or the Faculty Club.
A. Definitions:
University keys: Those keys which open University buildings or
facilities on the Santa Barbara campus.
Central Key Control File: Those records maintained by the
Facilities Management Department identifying keys by number and
function and listing personnel in possession of University
keys.
Key Control Methods: The method(s) used by Facilities
Management Department to assure access to all work, study or
research areas by only such personnel as are authorized by the
Chancellor or delegated authority. The names of all persons to
whom University keys are issued and the numbers of the
University keys issued to them will be recorded.
Keying Systems: Arithmetical combinations which can be used to
extend or limit the variety of keys a department can use
without jeopardizing its security.
Key Control Manager: That person in the Facilities Management
Department who will manage the keying system and assist all
campus units in issuing, recording and recovering keys, in
accordance with UCSB Procedure 5056.
B. Accountability:
Any person knowingly making, duplicating, possessing or using
keys to premises owned by the University of California without
proper authorization is guilty of a misdemeanor (Penal Code
Section 469).
C. Responsibilities:
1. The Facilities Management Department shall be responsible
for:
a. Creating keying systems which will ensure security
and reasonable convenience to departments occupying
buildings or facilities, in coordination with the
department concerned.
b. Maintaining up-to-date records of keying systems and
the Central Key Control Files.
c. Fabricating and issuing all keys. The Facilities
Management Department shall receive original keys
furnished under new building or alteration contracts
directly from the hardware manufacturer.
d. Securely storing all unassigned keys not held by
departments pending their reissue.
e. Performing all lock work, except that required under
construction contracts.
f. Coordinating lost key records with the Campus Police
Department, if applicable. Determination as to
whether rekeying of an area is required (because of
lost keys, for example) will be based on consultation
between the Key Control Manager, Campus Police, and
the Department Head concerned.
g. Furnishing to department personnel concerned
quarterly, or more frequently if desired, listings of
keys issued in the department by name and by key
number.
2. Department Heads shall be responsible for:
a. Authorizing the issuance of keys to staff members
only as necessary and in accordance with paragraph
II.E. below.
b. Recovering all University keys from personnel under
their jurisdiction who are terminating or
transferring to another department or activity.
c. Securely storing or returning to Facilities
Management unassigned keys pending reassignment .
d. Maintaining departmental key records and forwarding
key issue cards to Facilities Management .
e. Reporting loss of University keys to the Facilities
Management Key Control Manager.
3. Those personnel to whom keys have been issued shall be
responsible for:
a. Signing a key issuance record.
b. Maintaining security for any key issued.
c. Maintaining a receipt for keys turned in.
d. Reporting loss or theft of keys to departments as
soon as possible.
D. Special Security Keying and Changes of Keying:
Special security locks and keys for special areas of
consideration may be permitted on approval of the Vice
Chancellor, Administrative Services with concurrence of the
Campus Police. No individual locks/keys may be used for space
control nor may locks be changed without the prior evaluation
and approval of the department head and the Vice Chancellor,
Administrative Services. Unauthorized locks will be reported to
the Key Control Manager who will coordinated with the Campus
Police Department and the department head concerned prior to
removal.
E. Eligibility:
After approval by the appropriate officer indicated below,
the request for a key will be reviewed by the Key Control
Manager, who will forward to the Vice Chancellor, Administra
tive Services, those indicating questionable eligibility
requiring his approval; this responsibility cannot be
redelegated.
Key Level Eligibility to Carry
1. Great Grand Master Key
(the highest level of key on campus--will operate all groups of keys
under different Grand Masters)
2. Grand Master Key
(also called Building Master; will operate all groups of locks under
different Master Keys within one building)
3. Master Key
(will operate any one given group of locks of different individual
change keys within a building)
4. Change Key
(will operate only one lock, or two or more keyed alike)
5. Building Entrance Key
- Police Department
- Fire Department
- Facilities Management Administrator
- Assistant Physical Plant Administrator
- Environmental Health and Safety Officer
- Physical Plant Craft Supervisors and Superintendents on a daily
basis, for day use only
- Others as approved by the Vice Chancellor, Administrative Affairs
- Facilities Management Custodial and Maintenance Staff on a daily
basis only
- Department Heads for those buildings which are wholly under their
jurisdiction (e.~.~ Bio. Sci.)
- Department Heads for those areas which are under their jurisdiction
- Employees are entitled to a key to their office, upon approval of
the Department Head
- Faculty and exempt, compensatory staff employees who must work
other than normally scheduled hours may be issued a building
entrance key, upon authorization of the Department Head.
However, staff personnel who are paid on a premium overtime
basis shall not normally be issued a building entrance key.
Department Heads may approve use of a Building Entrance Key for
non-exempt staff employees only on a daily basis, in
exceptional circumstances.
6. Keys for Students - For graduate student cubicles, permission
must be obtained from Dean, Graduate Division.
- Other keys for graduate students must be
approved by the Department Head
- For undergraduate students, permission must
be obtained from the Vice Chancellor, Student
Affairs.
For questions or comments regarding the format of the above information, please contact webcontact@ucsbuxa.ucsb.edu.
Last Modified By: HMW, 5/21/97
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