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Texas A&M International University
Key Control Guide

1.0 ADMINISTRATION OF UNIVERSITY KEYS:

1.01 The Vice President for Finance and Administration is authorized to establish and administer regulations and procedures in order to provide for physical security of campus buildings and their occupants, and to provide for administration and control of campus keys, The Vice President may delegate administration of the Keying System to the Director of Physical Plant and University Police.

2.0 DEFINITIONS:

2.01 UNIVERSITY KEYS: Those keys which open buildings, interior doors and other locks in University facilities, including furniture and equipment.

2.02 CENTRAL KEY CONTROL FILE: Records maintained by the Physical Plant Department identifying keys by number and function and signatures of personnel having possession of campus keys. Confidentiality of this information will be maintained under authority of the Vice President for Finance and Administration.

2.03 KEY CONTROL METHODS: Methods used by the Physical Plant Department and Security Department to assure access to facilities by only such personnel as are authorized by the proper authority.

2.04 KEYING SYSTEM: Numerical combinations used to extend or limit the variety of keys in use.

2.05 KEY CONTROL MANAGER: The person in the Physical Plant Department who the Physical Plant Director designates to perform key transactions, i.e., issuing recording and recovering keys in accordance with this policy.

3.0 BUILDING ACCESS:

3.01 The buildings and facilities of Texas A&M International University are available for general use by University employees and students for educational purposes. Under normal circumstances, the buildings will be opened (outside doors unlocked) for business, scheduled activities, classes, labs and library hours require. After 10:30p.m., and before 6:30a.m., access will be restricted according to the Building Security Policy.

4.0 DUPLICATION OF KEYS:

4.01 Duplication of keys by anyone other than the person designated by the Director of Physical Plant is prohibited

5.0 KEY CONTROL RESPONSIBILITIES:

5.01 The Physical Plant Director will create and maintain a keying system in cooperation with University Police which will ensure a reasonable balance of physical security and convenience to persons duly authorized to possess keys to University facilities.

5.02 The Physical Plant Department will make and issue all University keys. No other source for keys is authorized except by approval of the Vice President for Finance and Administration.

5.03 The Director of Physical Plant will control all lock work on existing University facilities and property. Only the University Physical Plant Department is authorized to install, alter or remove locks on any Texas A&M International University property when approved by the Director of Physical Plant or the Vice President for Finance and Administration.

5.04 The Director of Physical Plant is responsible for coordinating lost-key records with University Police and administrators and to determine whether re-keying of an area is required because of lost or misused keys.

5.05 The Physical Plant Director will furnish key information to University Police and to other individuals only as authorized in writing by the Vice President for Finance and Administration.

6.0 RESPONSIBILITIES OF VICE PRESIDENTS, DEANS & DEPARTMENT HEADS:

6.01 Authorizing the issuing of keys to their subordinate staff as they deem necessary and in accordance with this policy and the Building Security Policy.

6.02 Reporting to the Physical Plant Director all key holders who are terminating employment or who are transferring to another office or University facility.

6.03 Ensuring the reporting of loss of keys to the Director of Physical Plant and to University Police.

7.0 RESPONSIBILITIES OF KEY RECIPIENTS:

7.01 Completing and signing key authorization (requests) and key issue record. Maintaining possession and security of any and all University keys issued by the Physical Plant.

7.02 Immediately reporting loss or theft of University keys to their Department Head or Vice President, the Director of Physical Plant and University Police.

7.03 All University full-time employees authorized to control space or access buildings, or to access or operate key-protected devices are expected to request and be responsible for their own key(s) and to have on their person their own key(s) in order to unlock doors or operate the keyed devices where and when they are authorized. Maintenance personnel (including custodians) and University Police are not authorized to unlock doors for individuals at any time except when approved in advance in accordance with the Space Reservation Policy.

8.0 SPECIAL SECURITY KEYING AND KEYING CHANGES:

8.01 Special security locks and keys for areas of special consideration may be permitted upon approval of the Vice President for Finance and Administration and the University President.

8.02 No individual may use a personal lock for space control, nor may locks be changed or re-keyed without prior approval of a Vice President and the Director of Physical Plant.

8.03 Areas approved for special locks or keys, if any, will not receive maintenance or custodial services except by special arrangement with the Director of Physical Plant. A representative of the office or department may be required to unlock the space and be present while maintenance or custodial work is done in the area with a special lock or key.

8.04 Special arrangements may also need to be made with University Police.

9.0 ELIGIBILITY FOR KEYS:

9.01 When authorized by a Department Head or higher administrator, individual room keys will be issued to full-time University employees controlling access to a space or facility, i.e., office, storage room, work room, lab, etc.

9.02 University keys will not be issued to students or other individuals who are not full-time University employees except on approval by the Vice President for Finance and Administration. A University key may be issued to a full-time University employee for use by a student or other person when authorized by a Vice President. The University employee to whom the key is issued will retain personal responsibility for how the key is used and for return of the key(s).

9.03 Temporary assignment of keys may be requested for a specific purpose and for a specific period of time as approved by the appropriate Vice President, Dean or Department Head. Such a request must comply with all other sections of this policy. Keys requested for a specific purpose and period of time shall be returned to the Physical Plant Department at the beginning of the first work day following the end of the specific period of time. Disregard of this procedure may result in disciplinary action and may result in denial of future requests.

9.04 Building entrance keys may be issued to full-time University employees if the employee's job responsibilities require such assignment as approved by the appropriate Vice President.

9.05 Master keys may be issued to the Texas A&M International University employees as determined by the University Vice President for Finance and Administration or by the University President.

9.06 In no case shall the issuance of a key or keys be authorized by the same person to whom the key or keys are to be issued, nor may keys be authorized by anyone with less than Department Head authority.

9.07 Keys shall not be exchanged between individuals. When no longer needed by the individual to whom they were issued, all University keys shall be returned to the Physical Plant Department.

9.08 University keys shall be returned to the Physical Plant Department by all individuals beginning extended leave or sabbatical.

9.09 Eligibility to possess University keys may be terminated at any time by the individual's Department Head, a Vice President or the President, even though the individual may not have terminated employment.

10.0 LOST OR OTHERWISE UN-RETURNED KEYS

10.01 The Vice President for Finance and Administration is authorized to require payment of a reasonable cost to the University for each University key not returned. The Department where the individual is (was) employed is responsible for the cost if the University is unable to secure payment by the individual.

10.02 Lost or un-returned individual key: $5.00 each key lost and $10.00 for each lock which is re-keyed in order to restore security. An individual key may unlock more than one door.

10.03 Lost or un-returned Sub-Master key: $50.00 each key lost and $1 0.00 for each lock which is re-keyed in order to restore security.

10.04 Lost or un-returned Master key: Cost of re-keying the entire University lock system.

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