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Wilfrid Laurier University University Secretariat
October 24, 2014
 
 
Canadian Excellence

4.12 Key Control Policy



Approved By:
President
Original Approval Date:
May 14, 2008
Date of Most Recent Review/Revision:
November 4, 2008 (editorial)
Office of Accountability:
Office of Physical Resources
Administrative Responsibility:
Office of Facilities Operations

1. POLICY

It is the policy of Wilfrid Laurier University to provide and maintain an open study, research and work environment, provide safe conditions on its’ premises by regulating the issuance and control of keys related to the accessing of university property. It is the responsibility of Physical Resources to manage building access and to centrally control the key management system to ensure consistency and efficiency in this process.

2. SCOPE

To provide a system for the issuance and control of all keys and credentials related to the operation of Wilfrid Laurier University, and the replacement, repair and maintenance of lock cylinders.

3. PURPOSE

  1. The Key Control Policy is to establish reasonable personal security for the University community. This is done in conjunction with other University and departmental policies to ensure the protection of personal and university property through key distribution control.

4. AUTHORITIES:/RESPONSILITIES

  1. 4.1 The Assistant Vice President (Physical Resources) or his/her designated authority is responsible for key control and is the sole authority for the fabrication, distribution, and control of office and building locking systems and keys. He/she may establish working groups as required to review building access and strategy and policies to ensure University needs are met. The Associate Vice President (Physical Resources) may delegate authority/responsibility of key/electronic access for specific areas to Deans, Associate Vice Presidents, or their delegates.
  2. Physical Resources will issue keys only to individuals duly authorized by Vice Presidents, Assistant Vice Presidents, Deans, Directors, or their designated authority in accordance with the procedures and principles set out in this policy. Physical Resurces will not issue multiple keys to departments for subsequent use. Deans and/or Associate Vice Presidents who have been delegated authority for key/electronic access to specific areas must also do so in accordance with the procedures and principles set out in this policy.
  3. Each faculty, division or department will appoint an Access Management and Key Coordinator, known as the Designated Authority, whose responsibility it is to authorize persons to have access to locked space through use of a key, numeric combination or electronic credential.
  4. Only Physical Resources is authorized to provide keys on campus and keys can only be created with the approval of the proper designated authority. Multiple key requests will be the responsibility of the designated authority. The designated authority shall be responsible for the assigning and recording of multiple keys issued. Physical Resources shall have access to these databases. Deans and/or Assistant Vice Presidents who have been delegated authority for key/electronic access to specific areas must also do so in accordance with the procedures and principles set out in this policy.
  5. All keys/cards referred to in this policy are the property of Wilfrid Laurier University. Keys are not to be marked with any form of building or room identification.
  6. Individuals issued a key or given electronic access are authorized access only to assigned areas. Possession of a key/card does not extend authority for access beyond the designated areas or times.
  7. The designated authority for each Faculty, Division or Department is responsible for requesting keys, credentials and changes to locks. The Designated Authority for each Faculty, Division or Department is responsible for the issuance and control of all keys to related Faculty, Division or Department. The Faculty, Division or Department is responsible for the cost of lost keys, stolen keys or keys not returned and the associated re-keying if required. The faculty, department or division at their own discretion, may implement a key deposit policy. Keys must be returned by the specified return date.
  8. Physical Resources will be responsible for maintaining key management software in order to automate requests, return dates and issuance of keys to authorized persons.

5. PRINCIPLES

  1. The University through the designated authority, will issue building and room access keys and/or provide electronic access to faculty, staff, students and visitors who have been assigned facilities or authorized access to facilities outside scheduled operating times. Electronic access will be activated through the Laurier One Card.
  2. Assistant Vice Presidents, Deans, or their designates will authorize access at an appropriate level taking into consideration factors such as individual's needs, nature of activity, personal safety, security and control.
  3. Once issued, keys/cards are not transferable. The individual to whom the keys/cards were issued are responsible for their security.

6. PROCEDURE:

  1. The issuance of keys must be authorized by the appropriate person in accordance with Appendix I.
  2. Individuals requiring access to a key controlled room/building must submit to the Physical Resources office a completed Key Request form (Appendix II) approved by appropriate departmental designated signing authority. Requests are valid for 30 days only.
  3. Key requests may be submitted by Fax (519) 888-9723 (internal – 5084), e mail ppp@wlu.ca, inter office mail or directly to reception at Physical Plant (81 Lodge). Under normal circumstances keys will be ready for pick up two days after Physical Plant have received the request.
  4. Keys will be issued to the designated authority only. In the exceptional event that the designated authority cannot pick up the keys in person, he/she must sign the form in the appropriate space before sending the request to Physical Resources. The person picking up the keys must present Wilfrid Laurier University identification and sign the Key Request form.
  5. Only one key will be issued per person for a specific lock. All lost or stolen Master and building keys must be reported to the Designated Authority, Manager of Facilities Operations and Campus Safety & Security. A mutual decision based on the risk involved will govern the action to be taken. If the action results in a re-keying operation then the costs for this action will be charged to the party responsible for the lost key.
  6. A new Key Request form must be submitted for key replacement. Damaged and broken master and building keys must be returned or accounted for before a replacement is issued.
  7. Key replacement, cylinder replacement or pin combination change as a result of lost or stolen keys will be in accordance with the charges authorized in Appendix III

7. KEY ISSUANCE TO OUTSIDE CONTRACTORS

  1. Contractors requiring keys/credentials for access to campus facilities must obtain the approval of the Manager, Facilities Operations. Master keys will not be issued to any contractor unless authorized by the AVP Physical Resources.
  2. Keys will be signed out from the Physical Plant office located at 81 Lodge Street, Waterloo by an appropriately identified contractor representative. Keys are to be signed back in no later than 4:30 p.m. on the day of issue. An authorization to recover costs for re-keying in accordance with Appendix III associated to lost or stolen keys must be signed by the contractor. This authorization would permit the University to deduct funds from contract fees if keys are not returned, lost or stolen.

8. REPAIR OF LOCKS, KEYS or DOOR HARDWARE

  1. Wilfrid Laurier University has contracts with suppliers for high security keying and access control systems. These contracts impose a number of restrictions to maintain the integrity of the systems.
  2. Only Physical Resources, Lock Services and/or an approved contractor is authorized to re-key, repair and re-locate University cylinders.
  3. All repairs or additions to any locking device, card reader, request to exit electric strike or electric lock, controller, key or door hardware installed by the University shall be managed by managed by Physical Plant & Planning and documented.
  4. All padlocks to doors and gates affecting University property must be compatible with the authorized key control system. All keys to these locks will be controlled in accordance with the prescribed policy.

9. PHYSICAL RESOURCES STAFF

  1. Permanent assignment of keys to service staff in Physical Resources shall be made only in cases of demonstrated need for operation.
  2. Temporary assignment of keys for service staff allowing access to work areas Can be made through the appropriate designated authority.
  3. Keys shall not be issued to custodial/maintenance staff for designated high Security areas without the written permission of the appropriate designated authority.

10. KEY RETURN

  1. It is the responsibility of the immediate supervisor to ensure that keys issued to faculty, staffs, and authorized holders, are returned to the designated authority when it is no longer appropriate to have keys. The designated authority will return keys to Physical Resources key control at 81 Lodge St. Waterloo.
    Keys should be recovered if any of the following occur:
    • Transfer to another building, department or position.
    • Termination, resignation or retirement.
    • Completion of term of employment or the temporary record of issue.

 


APPENDIX I
Keying Structure and Authorization Levels

Key Level Key Use Authorization
GGMK
Divisions AVP Physical Resources
GMK
Grandmaster
Group of Buildings AVP Physical Resources
M
Master

Building
VP's, AVP's
Deans
Directors
SM
Sub Master
Department or Unit
within Department
Director
Department Chair

Change Key
Individual doors or Sets
of doors keyed alike
Director
Department Chair

 


 

APPENDIX II

KEY REQUEST FORM

 


 

APPENDIX III

Re-keying Costs

  1. Replace Single Core:
    $130.00 each (includes labour and material). This does not include the cost of keys.
  2. Re-key existing Medeco door cylinder with no change in function (change combination)
    $55.00 each (includes labour and material). This does not include the cost of keys.
  3. Cost of keys (replacement)
    - change key -$10.00 each.
    - sub master - $20.00 each
    - master - $30.00 each
    - grandmaster - $40.00 each
    - great grandmaster- $50.00 each
  4. Should re-keying of an area be required the cost shall be $130.00 per lockset multiplied by the number of lock changes required. (subject to review)

Related Information Title Type
2008 Key Request Form Document