ADMINISTRATIVE RULE NO: 5045-06
RELATED TO POLICY NO: 5045
TITLE: DOOR SECURITY SYSTEM
In order to maintain security and safety for staff, faculty, and students, and to protect college buildings, equipment, and other facilities, all employees will follow the protocols and policies for control of keys and key access cards (also known as "key cards" and "access cards") and have the responsibility to ensure college property and college- controlled property are secure.
AUTHORITY FOR KEY AND KEY ACCESS CARD ISSUANCE
Issuance of keys and access cards to employees is based upon work-related need for entry to specific areas of campus. Campus Public Safety is responsible for administration of the key policy and tracking of all keys and key access cards issued.
Facilities is responsible for maintenance of all door hardware, locksmith services, maintaining the overall keying structure of buildings, and providing the Public Safety Office with up-to-date facility key maps.
The Great Grand Master key and key card with "campus master all levels" access will open all locks on all campuses. This access is limited to certain LBCC Incident Command staff and college administrators. The authority for issuance of Great Grand Master keys is from the president or his/her designee.
"D" keys open electrical vaults, mechanical rooms, and such other areas on main campus where access must be strictly limited for health and safety reasons. The "D" function keys are issued under the authority of the vice president of finance & operations or his/her designee to LBCC Maintenance, Information Systems, and Public Safety personnel who have specific needs to use said function key.
"B" master keys open most doors in all main campus buildings, and issuance is limited to personnel with emergency response roles and job responsibilities across campus requiring frequent and extended hours of access. "B" master keys are issued under the authority of the vice president of finance & operations or his/her designee. At the Benton Center, a "C" master, and at the Lebanon Center, an "A" master, are used and authorized in the same manner.
The individual building master keys open most doors in individual buildings. The authority of issuance is from the president, the vice presidents, or the dean/director of the respective employee in consultation with the director of safety & loss prevention.
The Area & Room keys access rooms within individual buildings or entire areas of individual buildings. The authority for issuance is by the division dean or director (or vice president or president in the absence of the respective dean/director) of the respective employee in consultation with the director of safety & loss prevention.
Any open room needs to be under the control of a college employee or designated representative. The employee vacating a room shall ensure the room is locked.
KEY/ KEY CARD ISSUANCE PROCESS
Employees who require key or card access to college facilities must complete, or have the division/department administrative assistant complete, a Key/Access Card Request form indicating the rooms/buildings to which access is required and submit the request to the Public Safety Office or, for access to rooms at the centers, to the Center Coordinator or his/her designee. Public Safety or the Center Coordinator assigns the key and/or key card access according to the request and the role of the individual. The appropriate director, dean, vice president, or president is then provided the form for authorization.
The Public Safety Office/Center Coordinator issues the approved key and/or card access normally within 1-2 business days of receiving the authorization. Upon key/card pick-up, information and identification will be verified and keys/card issued to the person responsible for them. Keys and cards are issued from the Public Safety Office on main campus and can be picked on main campus or may be delivered to the center's key designee.
Keys and key cards generally will not be issued to students or non-employees of the college. Upon the signature of the division dean/director, keys or key card access may be issued to responsible students who are also employees of the college and who, by the employment status, have the normal employer/employee relationship, including liability, workers' compensation and blanket bond insurance coverage. Directors/deans will authorize issuance of keys to student employees only when the requirements of the job regularly necessitate the issuance of keys. Key cards may be issued to students whose program of study requires use of a lab area that is controlled by LBCC's access control system, and is under supervision of an LBCC employee, and when access is necessary during hours the building or room is normally secured.
Individuals contracted to perform services for LBCC may check out a key for the area to which they need access from the Public Safety Office or the respective center's key designee. However, keys must be returned at the end of each work day or when work is completed, whichever is first. Keys will not be allowed to be retained overnight. Contractors must wear an LBCC identification badge that has been requested and approved by the division/department supervisor for which the contractor is performing work before keys will be issued.
In buildings controlled by access control, a key card request must be submitted with hours and days of access required, as well as specific buildings/rooms. Authority for key card issuance will be by the division dean or department director (or the director of safety & loss prevention in the absence of the respective dean/director).
SPACES LEASED TO EXTERNAL AGENCIES
Employees of partner agencies leasing LBCC-owned facilities or spaces will complete a Key/Access Card Request form indicating the rooms/buildings to which access is required and submit the request to the Public Safety Office or, for access to rooms at the centers, to the Center Coordinator or his/her designee. The supervisory authority of the partner agency must approve the requested access as well as the respective LBCC director, dean, or vice president.
When an agency employee is terminated or leaves, the agency supervisor is responsible to collect the employee's key and return it to Public Safety or the respective center's key designee.
KEY/KEY CARD RETURN PROCESS
Keys and key cards will be returned to the Campus Public Safety Office or the outlying center by the person who signed for the keys. A photocopy of the cancelled key/card request form will be given to the key/card holder and should be retained until the next audit as verification of return. Keys/cards no longer in use should be returned promptly.
KEY/KEY CARD TRANSFER POLICY
Keys and key cards shall not be transferred. Key transference from one person to another does not absolve the signed key holder of responsibility. Keys shall be returned to the Campus Public Safety Office (or outlying center designee) and then reissued to the appropriate, approved party using key/card issuance procedures.
KEY/KEY CARD HOLDER RESPONSIBILITY
Lost or misplaced keys and key cards are a serious threat to college security. Persons issued college keys or key cards are responsible to safeguard these against loss or theft. Should loss or theft occur, the incident must be reported to the Public Safety Office (x4440 or cell phone (541) 926-6855) or the respective center's key designee immediately. Keys/key cards loaned to other people are still the responsibility of the signed key/card holder. Any staff person possessing keys that have not been authorized is subject to disciplinary action.
Managers who approve issuance of keys and/or key cards are responsible for diligent effort to assist in the recovery of those items. Keys reported as lost or stolen, or found to be missing during the key audit, will carry a $50 charge per key, payable to the Business Office. Lost or stolen key card replacements will carry a fee of $10, payable to the Business Office.
LOST KEY/KEY CARD REISSUANCE PROCESS
Before missing keys or key cards are reissued, the designated key/card fee payment must be made to the Business Office. The keys and/or cards shall not be replaced until the Campus Public Safety Office or applicable center key designee receives proof of payment and an approved request form is filled out.
BROKEN KEYS/KEY CARD POLICY
There is no charge for keys that break off in locks or keys/key cards that are, for other reasons, no longer serviceable. The key/card, or some portion thereof, must be brought to the Campus Public Safety Office where it will be identified and exchanged for a new key/card. No new key/card request form is required.
KEY/KEY CARD AUDIT
An inventory of all keys and access cards will be taken annually. Keys and access cards not inventoried will be listed as "lost" keys in the report to the President's Staff and key/card holders will be billed by the Business Office in accordance to the fee stated in this policy
No locking devices shall be installed on college doors independent of the college keying system unless previously authorized in writing by the public safety manager and facilities director.
BUILDING OPENING AND CLOSURE PROCEDURES
At main campus: Monday-Friday, except days of college closure, exterior doors will be unlocked by 6am. If there are no scheduled events or classes in the Event Management System (EMS) for the evening and staff are not present in a building, doors will begin to be secured at 5:00pm. If there are events scheduled in EMS or if staff are present in a building, doors will be locked at 9pm.
On weekends and closure days, exterior doors will be unlocked and locked according to events scheduled in the EMS or special requests made via the Public Safety Request form. The public safety officer-on-duty will respond to requests for door unlocks by staff/faculty. Officers will verify the identity and authorization of the person requesting access before opening any door.
At LBCC centers: Unlocking and locking times will follow each center's specific hours of operation and scheduled events.
DATE OF ADOPTION: 11/17/87
DATE(S) OF REVISION(S): 05/02/11; 10/3/16; 1/5/17; 1/7/21
DATE OF LAST REVIEW: 1/5/17