Faculty Key Policy
Introduction
The Faculty Key Policy has been developed in conjunction with the University’s Key Policy which governs the control, security and issuance of keys, particularly the University owned Bi-Lock Broach System, within the University of New England.
The need for such a policy, at Faculty level, is to identify and define Faculty specific issues arising out of the University policy on issues within the policy that allow for Faculty discretion.
Purpose and Scope
The purpose of this policy is to regulate issuance, control, accountability, and return of all keys issued under the Master Key Lock System and should be read in conjunction with the University of New England Key and Lock Policy.
Approving Authority
In accordance with the University policy the Dean is responsible for the approval of keys, via the development of this policy, issued to employees within the Faculty. The issue of keys within the Faculty is set out in attachment 1 of this policy.
The responsibility for the management of keys in accordance with the Faculty policy approved by the Dean rests with the Resource Coordinator who authorises the management of all keys issued in the Faculty to the Finance & Projects Officer. The Finance & Projects Officer will be responsible for issuing, control, recording, and obtaining the return of all keys issued under this policy.
Operational Procedures
a. Key Issue and Return
For the purpose of issuing keys under general operational procedures the Finance & Projects Officer is the authorised person. For restricted key types the Resource Manager is authorised to request issue of the keys in accordance with Faculty policy.
b. Key Transfers
All transfers of Keys are to be managed through the Finance & Projects Officer
c. Lost, Found, Stolen or Identification of Keys
A lost or stolen key is to be reported by telephone and in writing to the Finance & Projects Officer as soon as the loss has been discovered. The Finance & Projects Officer will notify Facilities Management Services, University Safety and Security as soon as they are notified.
Any keys that cannot be identified can be bought to the Finance & Projects Officer who is authorised to obtain identification of the key from Facilities Management Services.
d. Un-returned Keys
It is the responsibility of the Head of School to secure key(s) from personnel terminating employment from the University or students upon completion of requirement. When personnel/students who have terminated from the University fail to return key(s), the Head of School will try to recover them by whatever means are available. Should attempts fail, the keys will be declared lost. The area controlled by those keys will be subject to re keying under the conditions listed in paragraph 2.B. of the University’s Key Policy. To assist in this process the Faculty will levy a deposit of $50 on keys issued to persons other than employees of the Faculty.