Building Keys, Access Cards and Surveillance Cameras

Type: 
Procedure
Category: 
Health and Safety
Department: 
Public Safety, Facilities Management and Planning
Phone: 
(541) 463-5558
Primary Contact: 
Jace Smith, Jennifer Hayward
Contact Email: 
Responsible Executive Authority: 
Vice President, College Services
Purpose: 

This procedure describes the specific responsibilities of the Department of Public Safety, Facilities Management and Planning, department or unit administrators, and Lane employees, for control of keys and key cards.

Narrative: 

General

Control of keys and key cards is necessary to maintain appropriate security and safety measures and to safeguard all college buildings, equipment, and other facilities. All key access cards are the responsibility of Public Safety. All keys are the responsibility of Facilities.

Maintenance of all access systems including locking devices, electronic access control devices, and cameras, is the responsibility of Facilities. The possession and use of interior building keys and access cards is the responsibility of the department head or administrator for each unit. This does not apply to inside door department keys, such as keys to desks and other furniture, safes, lockers, special storage units, or building service areas. For these types of keys, or keys for equipment and/or vehicles, requests should be made directly to Facilities Management and Planning through the work order request process. Exterior door master keys are restricted and not issued to staff without the authorization of the President or Vice-President or their designee.

Supervisor Responsibility

When a staff person retires or terminates employment with the college, their supervisor shall ensure that Facilities is notified to begin the key recall process prior to the employee's last day of work. The notice shall indicate the day on which the staff person will bring their keys to the Facilities office to turn them in.

If keys are not recovered by the responsible supervisor when the employment relationship ends, the associated department will be required to transfer the fees noted below to the designated FOAP account in Facilities to allow door hardware modifications and re-keying to commence.

Access cards that were issued to employees who retire, are terminated, or end their employment relationship with the college will be rendered inactive on the employee's last working day, or at the time requested by Human Resources.

Individual Key Users Responsibility

Persons issued College keys are enjoined to safeguard these keys against loss or theft. Should loss or theft occur, the incident must be reported to the Facilities office immediately at (541) 463-5000 (refer to Lost or Stolen Keys section below). Any staff person possessing keys that have not been authorized is subject to disciplinary action.

Fee Assessment

In lieu of a key deposit, a fee assessment schedule is implemented with the fee appropriate to the access level of the key. This fee shall be assessed when a person or department cannot account for the keys issued to them. The fee schedule is as follows:

Lockset replacement (including keys/labor)
$50 per key, up to a maximum of $500

Department/Area Key: Only issued to Department/Area/Unit Deans, Managers, Directors
$50 per set, up to a maximum of $500

Fleet Vehicle Key (Traditional Keys)
$50 per key

Fleet Vehicle Key (Smart Keys)
$250 per key

Lost Key Card Replacement Fee
$10 per key card

Exterior Building Access

All employees are expected to utilize their access control cards for entry into buildings after hours.

Exterior Building Access Only Classrooms

Classrooms with access through only an exterior door and without access card readers are all keyed alike.

Grand Master Keys

Exterior door building master keys will only be issued to the College president, vice presidents, the Chief Human Resources Officer, the Chief Financial Officer, the Director of Facilities, the Director of Public Safety, and Public Safety Officers. The College President or a direct designee of the President may authorize issuance of grand master keys to other employees as appropriate.

Building-specific master keys will be installed in all building "knox" boxes to allow Fire Department Emergency Response access per regulatory compliance requirements.

Required Approvals

Inside door department keys, inside door multiple classroom keys, and inside door individual keys require the approval of the department manager, dean, or director. Authorized individuals may designate a proxy to request keys for employees within a department, but will remain responsible for all such requests. In addition, Facilities or Public Safety staff may deny any key request that compromises the safety and security of the campus.

Obtaining Keys

When a manager determines the need for staff keys, the manager shall initiate a work order to Facilities. The work order shall describe the access needed and shall be signed by the appropriate authority required by the access level and position of the recipient of the key. When the key has been fabricated and delivered to the Facilities office, Facilities staff will notify the department so the recipient may sign a key contract and pick up the key at the Facilities office in building 7. All new keys will be stamped "Do Not Duplicate." Please allow at least two weeks for Facilities staff to process key requests.

Only college employees (including student employees) will be issued keys. (Exception: See Contractors and Consultants section below).

Any person who requests the same key as has been previously issued to him or her, as evidenced by a key contract, will not be issued that key unless and until they have paid for the lost key. Exceptions will be made only if the return of the original key has been recorded on the key contract.

Locking Devices

There shall be no locking devices attached or installed on college doors independent of the college keying system, unless previously authorized in writing by the Facilities Director or the Public Safety Manager. This includes restroom doors, conference rooms, and offices.

Lost or Stolen Keys

It is every key holder's responsibility to report lost or stolen keys immediately upon the discovery that they are missing. To report keys lost or stolen, contact contact Facilities at: (541) 463-5000. If the keys were lost or stolen on campus, contact Public Safety at: (541) 463-5558 and ask an officer to take a report. Failure to comply with this procedure may result in additional follow up with the employee's immediate supervisor or with Human Resources staff.

Lost Cards

Lost cards should be reported immediately to Public Safety. Call (541) 463-5558 and notify an officer that the card was lost. If an officer is unavailable, leave a message stating that your card is lost. Be sure to include your name and any other relevant information.

Lost cards will be deactivated as soon as Public Safety is notified. Cards may be replaced for a fee of $10.00, which is the material cost of the card. Refunds will not be given for replaced cards that are later found.

On-duty Public Safety officers can assist employees who need to obtain a key card. Emergent situations that require a Public Safety officer's immediate attention may modestly delay appropriate production and assignment of privileges of access control cards.

Special Security Locking System

A department head may identify an area within a department that requires a higher level of security due to equipment sensitivity or a concentration of costly high tech equipment. In these cases, access control hardware will be added at the expense of the requesting department. Access cards for employees in an enhanced security area can be programmed to provide the desired limited access. Common areas such as restrooms shall never have special security locking systems.

Facilities Renovations and Remodels

A department head may identify an area within a department that requires a higher level of security due to equipment sensitivity or a concentration of costly high tech equipment. In these cases, access control hardware will be added at the expense of the requesting department. Access cards for employees in an enhanced security area can be programmed to provide the desired limited access. Common areas such as restrooms shall never have special security locking systems.

Downtown Residence Building Key System Administration

The property management firm will have full responsibility to manage and coordinate key issuance at the Titan Court residence building. This shall include key contracts, replacement of lost or stolen keys and associated lockset cores, rotation of key cores, and maintenance of the door locksets maintain functionality and the security and safety of the residence. All new keys shall be ordered by the property management firm by placing a work order in Megamation with the Facilities department. Facilities will cut keys as needed to meet these needs. All replacement locksets or cores shall be ordered by the property management firm by placing a work order with Facilities, following a similar process to that of additional or new key requests. The property management firm shall maintain confidentiality of all key pin, core design, and other such aspects of the system that allow the key system to remain secure. Should the property management firm allow the key system to be rendered insecure, all costs associated with replacement of key cores, keys, and locksets shall be borne by the property management firm and strictly coordinated by Facilities staff.

Facilities Management and Planning Consultant or Contractor Access

Exterior door master keys will not be issued at any time to any consultants or contractors. No exceptions shall be made. However, access cards may be issued as needed, when authorized in writing by the responsible college manager.

Facilities recognizes two types of consultants and contractors: those who are under contract with the college, and those who are not. Facilities department staff may issue a set of keys, including specific access keys to specific areas, to both types of consultants and contractors conditioned upon their compliance with the requirements specific to their relationship with the college. All transactions for keys must be conducted with Facilities staff during normal business days/hours. Normal business days/hours are Monday through Thursday, 7AM – 4PM. Lost or stolen keys must be reported to Facilities and Public Safety immediately.

(Contracted) Consultants and contractors with a college service agreement or contract: To obtain keys, contracted consultants and contractors must complete and sign a key/access card request form, including a list of buildings and spaces that will be accessed, the duration of access requested, and acknowledgment of the potential costs that may be incurred due to lost keys. Further, requests must be signed by the manager responsible for their contract (or the manager’s designee). A signed key/access card request form is required for keys assigned to consultants or contractors already under contract for services. Keys assigned to an individual through this process may not be used by other consultants or contractors, or by anyone other than the responsible contractor/consultant to whom the key was issued. All keys shall be returned to the college when the contracted services are completed. The responsible consultant/contractor must notify Public Safety by phone at (541) 463-5558 whenever working on college property during evenings and weekends.

Non-contracted consultants and contractors: Non-contracted consultants, contractors, and vendors must fill out and sign a key/access card request form to obtain a key. In addition, they will be required to leave an Oregon Driver's License as collateral and a check for $500 made out to the college, which is the cost to rekey locks should keys be lost or stolen. Held licenses and checks will be returned to individuals once keys have been returned to the Facilities department office and the key log has been signed to verify return of the keys. All keys shall be returned on the same day they are issued. No keys shall be allowed to be out overnight. Keys assigned to an individual through this process may not be used by other consultants or contractors, or by anyone other than the responsible contractor/consultant to whom the key was issued. All keys shall be returned to the college when the contracted services are completed. Contractors who fail to return keys during the same day issued may be denied access to keys in the future, at the discretion of the authorizing manager.

Leased Spaces

Buildings leased by the college will be keyed as needed and in alignment with college standards. Master keys will be provided to the designated agent of the building owner.

Access Control Cards (also known as "Key Cards" and "Access Cards")

New employees may obtain access control cards, also known as “key cards” or “access cards,” by asking an immediate supervisor to contact Public Safety by email. Requests for key cards should include the name of the individual, the department in which they work, and the specific areas and doors for which access is being requested.

Most requests for access control cards are granted without additional review; however, on occasion Public Safety will require additional clarification or information about the level of access requested. In all cases, Public Safety staff will determine whether or not such access is reasonable and does not pose any unnecessary security risk for the college.

Public Safety shall provide oversight for Titan Court staff who will facilitate access control cards for residents and staff of the Downtown Campus.

For Frequently Asked Questions on this Policy, go to: An Employee's Guide for Understanding Keys, Camera Acquisition, and Access Cards Functionality FAQ.

Date Adopted: 
Saturday, May 1, 1999
Date Last Reviewed: 
Wednesday, April 19, 2017