4.12 - Key Control Policy

: Human Resources
: President
: 09/20/2018
: 09/20/2018
: 09/20/2019
Comment on Policy

4.12.1 - AUDIENCE

This policy applies to all Thomas More University employees and independent contractors.


The purpose of this Policy is to promote a secure campus environment and to establish a system for the dissemination of keys. It is necessary to maintain key control in order to uphold the integrity of office and building security. This Policy describes procedures and guidelines by which control, dissemination, use, and possession of keys will be managed.



4.12.4 - THE POLICY

  1. The manager supervising the employee requesting the key will initiate and sign the key request form.
  2. Keys will be issued to members of the University community only. Persons receiving a key must be a current faculty or staff member (including Faculty Emeritus).
  3. All persons receiving keys will sign a receipt for the key which will include an agreement to be responsible for the key, and to abide with the provisions of this Key Policy.
  4. Approval for a master key requires the signature of the employee’s supervisor and the vice president or Provost (as applicable) over the area.
  5. Keys to file cabinets, desk drawers, and personal lockers will remain the responsibility of the person in charge of the area.
  6. Keys may not be duplicated or copied. The unauthorized duplication of University keys is considered grounds for disciplinary action, up to and including, termination of employment.
  7. Students will not be issued keys to department doors or to employee offices.
  8. Lost or stolen keys must be reported to the Human Resources Department immediately.
  9. If an employee lends his/her key to someone, and it is lost or stolen, the employee is responsible for the associated charges to replace the key. The University recommends that employees do not lend their key to employees or students.
  10. If a key is lost or stolen, the lock controlling access to the room may need to be changed to maintain the required security level.
  11. An employee or an independent contractor will be charged $100 for each lost or stolen key. Replacement keys will not be provided until restitution for the lost/stolen key is complete. A $250 fee will be charged for a lost/stolen master key.
  12. For employees, the fee will be deducted from the next employee paycheck. If the employee is an independent contractor, cash is the only acceptable method of payment unless their employer pays the fee on their behalf. 
  13. Upon an employee’s separation, retirement or termination, the University requires all keys to be returned to the Director of Human Resources.




The responsibility for implementing this policy and distribution of keys to employees resides with the Human Resources Department, using the Key Request Form. The Facilities Department is responsible for making keys and replacing key cores and door hardware.


4.12.8 - HISTORY

This is a new policy.

4.12.9 - APPENDIX


4.12.10 - APPROVALS

Laura Custer, Director of Human Resources

Dr. Kathleen Jagger, Acting President