Key Control

Saint Paul College shall maintain a locking system for the protection of students, staff, faculty, facilities, and property. The procedure shall establish a framework by which Saint Paul College keys will be issued, monitored, and maintained. Fees shall be assessed for lost keys. 

Saint Paul College locking system shall include all locking devices including exterior gate and door locks, interior area locks and keys, combination devices, and all other locking devices including padlocks and electronic card access devices. All of the above locking system components are the property of Saint Paul College.  
 
No individual may use personal locking devices, nor may locks be changed or re-keyed without approval of the Director of the Department of Public Safety. 

Student employees of the College will not be issued keys for more than one business day. Keys will only be issued to College employees and approved partners. 

The Vice President for Finance and Operations is authorized to establish and administer regulations and procedures in order to provide physical security of Saint Paul College facilities and its occupants, and to provide for administration and control of campus keys.  

The administration of key control shall be delegated to the Department of Public Safety. 
 

Rev. 5.00 
 

•  Control of Locking Devices 
• Key Authorization and Eligibility 
• Obtaining a Key 
• Key Request Form 
• Return of Keys 
• Duplication of Keys 
• Lost Keys 
• Inventory 

Part 1 – Control of Locking Devices 

Subpart A. The Department of Public Safety shall be responsible for the maintenance of key control including the issuing of keys, key control record keeping, and lock change authorizations. 

Subpart B. Locking devices not approved or authorized by the Department of Public Safety will be removed. Any damage or repair necessitated by the removal of unauthorized locks will be the responsibility of the department found in violation of this policy. 

Subpart C. Keys to Saint Paul College owned cabinets, lockers, desks, drawers, etc. are not covered under this policy. Keys shall be furnished upon request when available; but the issuance, control, and recovery shall be the responsibility of the academic or  administrative department head. 

Part 2 – Key Authorization and Eligibility 

Subpart A. Administrators, Department Heads, or their specific designees shall be the only personnel authorized to request keys or lock changes within their respective departments. Departmental designees shall have their authority delegated via electronic requests, from Saint Paul College email, and authorized by the department head and forwarded directly to the Director of Public Safety. Requests not directly approved and forwarded from the department head will not be accepted. Department heads are requested to carefully consider all requests for keys so that the protection and security of Saint Paul College facilities and property are maintained. 

Subpart B. In no case shall the issuance of keys be authorized by the same person to whom the keys are to be issued. 

Subpart C. Building entrance keys may be issued to full-time Saint Paul College employees only if the employee’s job responsibility requires such assignment as approved by the President. 

Subpart D. Master keys will be issued to employees having a continuing need for the key(s) only upon the appropriate justification and the approval of the Director of the Department of Public Safety. Individuals accepting custody of a master key will be emailed and asked to respond acknowledging their responsibility for the key’s care, use and return upon retirement, change of title, resignation or separation from the college. 

Subpart E. Saint Paul College keys will not be issued to students. 

Part 3 Obtaining a Key 

Subpart A. Supervisor or designee will fill out a Key Request Form located on the College website and submit it for approval. The request must then be approved and forwarded to the Director of the Department of Public Safety. 

Subpart B. The Department of Public Safety will verify the requestor’s authority over the area. 

Subpart C. All keys shall be picked up by the individual named on the Key Request Form at the Department of Public Safety. A Saint Paul College identification card must be presented when receiving the key. 

Subpart D. No person shall be issued multiple keys for the same area. 

Subpart E. Recipients of Saint Paul College keys will be responsible for the  
keys’safekeeping and at no time should leave them unattended (i.e., hanging in a door lock, lying on a desk, etc.). 

Part 4 – Return of Keys 
 

Subpart A. All keys, including access cards for electronic locks and elevators, shall be surrendered to the Department of Public Safety upon termination of employment, transfer to another department, or upon the request of the department head, Vice President for Finance and Operations, Physical Plant Director, or Director of the Department of Public Safety. 

Subpart B. Keys shall not be exchanged between individuals. 

Subpart C. Prior to the end of each term, the Department of Public Safety will provide a list of adjunct faculty keys to each Dean. Faculty without an assignment the next term will be notified to surrender keys prior to end of term. 

Part 5 – Duplication of Keys 
 

Subpart A. The duplication of keys by anyone other than the Saint Paul College Department of Public Safety is prohibited unless authorized by the Director of the Department of Public Safety. 

Part 6 – Lost Keys 

Subpart A. The loss or suspected loss of a key is to be reported to the Department of Public Safety immediately. The cost of a replacement key is $25.00 per key and will be paid by the employee to whom the key was issued. 

Subpart B. The cost for each lock that is re-keyed in order to restore security shall be $100.00. The cost of a re-keyed lock will be paid by the employee to whom the key was issued. An individual key may unlock more than one door. 

Subpart C. The Department of Public Safety shall investigate each incident of lost keys and may authorize lock changes needed because of a breach of security. 
 

Subpart D. Charges for replacement keys, master keys, new locks, and hardware may be appealed to the Vice President for Finance and Operations, who will consider the  
circumstances of each incident. Refunds for waivers granted will be issued after the  
review process has been completed. 

Part 7 – Contractors 

Subpart A. Keys needed by contractors must be authorized by the Department of Public Safety. Contractors must exchange a picture identification at the time of check-out and return all keys the same business day they are checked out. All costs for key recovery or re-keying related to unreturned keys will be the responsibility of the firm to which the keys were issued. Final payment of invoice will not be made until keys are returned. Any charges will be deducted from final payment. 

Part 8 – Inventory 

Subpart A. An annual inventory of active keys will be conducted. Once a year, each department will be provided a list of individuals and their assigned keys. Each department will be required to certify the accuracy of the list. Any discrepancy shall be explained for inventory adjustment