Key Management :: Northern Virginia Community College

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Key Management

Policy Number: 305

Categorized: Administrative Policies

Responsible Office: Facilities Planning and Support Services

Subject: Key Management

Related Policies:

Forms: Form 105-156e: Key and Electronic Door Access Request Form

Additional Information:

Effective Date: 04/23/2019

Last Reviewed Date: 04/23/2019


1.0 Scope

The policies provided herein apply to all Northern Virginia Community College faculty, staff, students, contractors, and all organizations and visitors who have authorized use of the college’s facilities. This policy applies to all Northern Virginia Community College facilities and locations that are owned by the Commonwealth of Virginia. Electronic access to doors is under the responsibility of the NOVA Card Office at the College.

2.0 Policy Statement

Northern Virginia Community College is committed to providing security for its students, faculty, staff and property while providing building access to students, staff, faculty, and authorized visitors and organizations. It is recognized that certain tasks require unrestricted access to buildings and areas for authorized persons. It is also recognized that the College Police, deans, department heads, directors, and supervisors are charged with ensuring adherence to this policy and shall take appropriate actions to prevent security and access violations. No door access shall be changed or modified without written approval of the Director of Facilities Planning and Support Services or designee.

3.0 Definitions

Great Grand Master Key: A key that is able to unlock and lock any door on any campus.

Campus Master Key: A key that is able to unlock and lock any door on one campus.

Building Master Key: A key that is able to unlock and lock any interior door in one building.

4.0 Procedures

4.1 Authorized Facility Users

  1. Keys shall only be issued to the faculty and staff members whose name appears on the approved Form 105-156e: Key and Electronic Door Access Request Form request.
  2. Keys are not issued to short term contractors, volunteers or work study students.
  3. Unless circumstances require otherwise, general classrooms will remain open during hours when the College is open, Monday – Friday, open by 6:30am, and will be opened on weekends when classes are scheduled. Classrooms are locked one hour after last scheduled class.
  4. Since labs must be locked when unoccupied, the College will make appropriate provisions to allow these spaces to be unlocked on a timely basis. This may involve proximity cards and/or secure key boxes.
  5. The concept of least privilege shall be applied to guide key issuance. This means that employees will be given access only to those areas necessary to perform their duties.
  6. Adjunct Professors shall not be issued keys for general classrooms.
  7. If a door has electronic door access (EDA), then a key will not be issued.
  8. The following keys are classified as restricted: great grand masters, campus masters, and building master keys. Issuance of the restricted keys is limited to the following department/personnel: Police, Emergency Management, and Facilities. Campus master keys will also be issued to Provosts, Directors of Campus Operations, and Evening Coordinators. All requests for restricted keys require a valid justification from the requestor and approval from the Director of Facilities Planning and Support Services or designee.

4.2 Roles and Responsibility

The responsibilities of the campuses, departments, divisions, and individuals charged with monitoring building entry and access are set forth below.

1. Facilities Planning and Support Services:

Facilities Planning and Support Services (FPSS) is responsible for monitoring this policy and recommending new and/or revised policies and procedures. The policy will be renewed on an annual basis. They are charged with the following:

  • Oversee the key control program and enforce applicable College policies, state laws, and provisions that apply to access and security of College facilities.
  • Review and approve all requests for lock modifications.
  • Maintain standards for the key control program.
  • Implement key related projects.
  • Maintain the records of individuals holding College keys.
  • Provide keys when requested.
  • Manage the budget associated with the expenditures.
  • Develop and maintain the key plans for the College’s facilities.
  • Manage all key returns and issuances for the College.

2. Approval Responsibilities:

  • Supervisor Approver: The supervisor is charged with reviewing all key requests for their employees. The supervisor may approve the request if the employee requires a key to perform their responsibilities.
  • Dean/Director Approver: The dean and director approves the key request after the supervisor. The dean/director may approve the request if he or she believes the employee can be trusted with the key and can justify that the employee requires it.
  • Director of Campus Operations (DCO) Approver: The Director of Campus Operations is the third approval for a key request. The Director assists with maintaining the security of the campus and should only approve key requests to help ensure the continued operations of the campus.

4.3 Leased/Rented Facility

Key control at leased or rented facilities are managed on a case by case basis. The College’s Associate Vice President of Administration is the point of contact for leased or rented facilities.

4.4 Processes

1. Key control and issuance

  • Form 105-156e: Key and Electronic Door Access Request Form: Key and Electronic Door Access Request Form shall be completed by each person requesting and receiving a key. No paper forms are accepted.
  • Individuals receiving keys must have a valid College identification at the time of issuance. Keys will ONLY be issued to the person whose name appears on the Key and Electronic Door Access Request.
  • In the event that a key is lost, stolen or a lock is re-keyed, a new Key and Electronic Door Access Request form must be completed and submitted for each individual requesting a key.

2. Lost, Stolen, or Missing Keys

  • Missing keys regardless of whether they are lost or stolen must be reported immediately to the College Police.
  • The expenses incurred by key control and facility access will be shared by those departments and/or individuals who use the services.
  • If re-coring is required as a result of a lost key, the department will be charged the cost of the re-coring.

3. Re-Keying Locks

  • The Facilities Planning and Support Services Department will review and approve all requests for re-coring.
  • Requests that result in changing the key hierarchy requires a valid justification from the requestor, will be reviewed for overall impacts to the campus and must be approved by the Director of Facilities Planning and Support Services or designee.

4. Returning a Key

  • Human Resources will notify Facilities Planning and Support Services when an employee is separated. The employees’ supervisor will collect the keys from the employee and return the keys to Facilities Planning and Support Services. If the employee cannot produce the key, a lost/stolen police report must be completed by the employee, a case number obtained, and provided to Human Resources.
  • If you are leaving a position internally, you must return your key to your supervisor. Supervisors cannot re-issue keys to new employees. They must return keys to the Facilities Planning and Support Services Department.
  • Any broken key should be returned to the Facilities Planning and Support Services Department.

4.5 Key/Lock Standards

All keys issued will comply with current college standards. Keys that do not meet current standards will be transitioned to the new key system. All other types of locks are prohibited; for example, cipher locks and pad locks.

5.0 Authority

In accordance with the “Code of Virginia, 18.2-503, Possession or duplication of certain keys” the following apply:

  1. No person shall knowingly possess any key to the lock of any building or other property owned by the Commonwealth of Virginia, or a department, division, agency or political subdivision thereof, without receiving permission from a person duly authorized to give such permission to possess such key.
  2. No person, without receiving permission from a person duly authorized to give such permission, shall knowingly duplicate, copy or make a facsimile of any key to a lock of a building or other property owned by the Commonwealth of Virginia, or a department, division, agency or political subdivision thereof.

Violation of this section shall constitute a Class 3 misdemeanor.

Code 1950, 18.1-408.1; 1971, c. 139; 1975, cc. 14, 15; 1984, c. 61.

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