Key Definitions
The Approving Authority (as defined below) has the responsibility to ensure that keys are issued to individual users in accordance with the Key Issue and Control Procedure. The person to whom key(s) are issued is responsible for the security of the key(s), their proper use, and the spaces they unlock, and will not lend the key(s) to others or permit any key to be reproduced. Keys are for official, authorized GHC business use only, are the property of GHC, and are to be returned to the issuer when requirement for the key(s) ends or upon request
Misuse of the key(s) issued could result in appropriate disciplinary action.
Approving Authority: The Dean or Director is responsible for approving the issue of Keys that access rooms or areas within their department. An Assistant Vice President, Vice President or the President is responsible for approving the issue of Department Master Keys or Restricted keys for rooms or areas within their area of responsibility.
1. Issuing Keys A person requesting a key (Supervisor or User) must fill out an online Key Request Form, found on the Campus Operations intranet page, which must be authorized by the appropriate Approving Authority via an email from the Approving Authority’s official GHC email account. Keys must be signed out and picked up at the GHC cashier office. Any person requesting a key to be issued shall agree to abide by the provisions of the Key Issuance and Control Policy and procedures and to safeguard the key(s) issued to them. If the requested key provides access to areas not in the signing Approving Authority’s area of responsibility, the request will be denied. A new key request form with the appropriate signature will need to be submitted.
Requests for building access, for buildings other than the assigned workspace, will be granted by the Director of Facilities and Operations and not be unreasonably withheld.
Keys will not be issued to students or volunteers.
2. Custody of Keys The person to whom a key is issued shall not give or loan the key to any other person and is solely responsible for safeguarding the keys issued to him/her.
The person to whom a key is issued must report the loss of a key as soon as possible to their immediate supervisor and to Campus Operations. This immediate notification allows the College to take appropriate steps to protect the safety of occupants of the buildings and to secure College buildings and property.
3. Departmental Keys There may be occasions when a key is held in the custody of a department and loaned to a staff person for a single day. Examples include keys or keycards that are loaned to students to access campus spaces as part of their employment duties. These keys will be issued to a department and kept in a secure location, with a local procedure for the keys to be checked in and out on a daily basis.
4. Faculty Academic deans are the Approving Authority for faculty members. If an adjunct faculty member to whom a key has been issued will not be teaching for an academic quarter, the adjunct faculty member must return the key to the Dean at the end of the quarter during which they taught. However, should the Dean determine that an adjunct member in that department will return after an academic break, the Dean may allow the adjunct faculty member to retain the key.
5. Temporary Keys Part-time, 1050, short term contract and adjunct staff are issued keys on a temporary basis. Keys must be returned on or before their last anticipated day of employment. All temporary key assignments will be reviewed annually and extended with the approval of the issuing authority.
Temporary keys may also be issued to full-time permanent employees who have a short term need for additional access. The Approving Authority will designate a date by which the keys must be returned.
5. Vendors and Contractors The Director of Facilities and Operations is the Approving Authority for Vendors & Contractors. Approval will be given subject to concurrent notification to the Dean/Director/VP presiding over the area(s) where work will be performed. Keys will be returned at the end of day, unless the vendor will be working on campus for a period of 7 continuous days or more. In this instance, keys will be returned at substantial completion of the project.
6. Access Level All employees will be issued keys, at the minimum access level practical, in order to allow required work to be performed. It is the intent of the College to allow faculty and staff members freedom of movement within buildings which is consistent with reasonable security of public property.
7. Use and Return of Keys The person to whom key(s) are issued shall return all keys to Campus Operations or Human Resources at the end of his/her employment, when requested by the Approving Authority, or when the key(s) are no longer needed by that person to perform the duties of their position. The Key Return form is found on the Campus Operations intranet page.
No one may transfer their keys to another person,
8. Unauthorized Locks Campus Operations shall issue all locksets and padlocks to be used on campus buildings and facilities in order to assure that they are compatible with the campus key system. Examples of campus buildings and facilities for which Campus Operations must provide locks include doors to offices, buildings, built in cabinets, storage sheds, and gates.
Movable furniture and equipment, such as file cabinets, desk drawers, tool boxes, vehicles and equipment for securing personal belongings are excluded.
Locks to secure student lockers are also excluded. Locks left at the end of the academic year will be removed by Campus Operations.
All other locks are prohibited and shall be removed by Campus Operations personnel. Removal may include destruction of the lock.