1. Policy Statement
It is the policy of the St George’s, University of London to provide keys to its staff to enable them to carry out their work. Other keys are made available to non University staff requiring access to parts of the University Estate through a sign out process. All keys issued are managed in such a way as to protect the security of the University buildings, assets and individuals. All keys remain the property of St George’s, University of London.
2. Background
The University’s buildings have various locks, ranging from proximity cards and mag locks, digital locks and mortice locks. This range of locks on site entails having a large amount of keys in circulation.
3. Rules of Key Issue
Staff should not routinely have St George’s, University of London in their possession which they do not need for their immediate duties. The only keys that should be taken from site are those personal keys which are required to gain immediate access to the building or office.
By possessing a key and a proximity card, the key-holder agrees not to compromise the security of any areas or the building and further agrees to secure doors upon leaving areas unattended. It is every individual’s responsibility to ensure that the keys in their possession giving access to University buildings are kept secure at all times. Receipt of a University key carries these implied responsibilities. The following acts are examples of violations of the Key Policy and are prohibited: staff and contract staff found in violation of any of the acts listed below may be subject to the relevant disciplinary procedure:
- Unauthorised loaning of keys
- Transferring of keys from one person to another without following due process
- Unauthorised duplication of keys
- Damaging, tampering or vandalising any University lock or hardware
- Propping open secure doors
- Admitting unauthorised persons into the building
- Altering, keys lock or mechanisms
- Failure to return a key when requested by University authorised person, or upon leaving the employment of the University.
- Failure to report lost keys
- Taking “work” keys off campus whilst not on University business.
4. Overall Responsibility for Key Management
The strategic management of the University’s locks and keys will be the responsibility of the Customer Services Manager within the Estates & Facilities Department. The Estates & Facilities Helpdesk under the direction of the Customer Services Manager will manage the supply and fitting of all locks and the supply and issue of keys to Departments.
5. Departmental Responsibilities
All departments may only obtain keys to University buildings from the Estates & Facilities Department. Heads of Institutes, Research Institute Managers, Operations Directors etc are responsible for keys issued for areas, rooms and spaces within their control.
They are also responsible for:
- Developing a departmental key control procedure and should maintaining records inline with the Data Security & Protection Toolkit requirements where appropriate.
- Appointing a single departmental key manager to administer the departmental key control policy. The individual will be responsible for:
- Requesting keys
- Collecting new keys
- Collecting keys on departure of their staff
- Internal departmental key audits
- Reporting lost keys to the helpdesk
- Returning unused keys to the helpdesk
- Maintaining up to date records of keys issued and returned
6. Key Issue
A log will be maintained with each individual room and key number noted. This will be maintained by the Estates and Facilities Helpdesk.
7. Key Return
The designated responsible person within the department will be responsible for signing keys out to staff on initial issue where they require personal access keys. They are also to ensure that, on leaving the University, individuals return all of their keys so they can be signed back in, re-issued, stored within Estates & Facilities or destroyed.
8. Lock Suiting
As refurbishments take place, areas are suited under a sub master. This is carried out by wing, floor and block. Estates and Facilities hold the log for all sub-masters suites within the building.
It is not permitted for departments and institutes to transfer old locks to new locations
Any request to change a lock outside of refurbishment should go through the Estates & Facilities Helpdesk.
9. Office / Building Transfer of Staff
Individual moving to another office or building must return all relevant keys to the responsible person within the department within two days of transferring to the new location. Employees should not exchange office keys with another employee. The departmental issue and return procedure should be followed. Any excess keys should be returned to the Estates & Facilities Helpdesk.
10. Termination of Employment
All staff that leave the University must return all keys to their responsible person within the department prior to their departure. Human Resources will ask the individual to return their keys within the official “leaver letter”.
When an employee is dismissed, the Human Resources department will ask the individual to return all of their keys within the official “leaver letter”.
11. Lost, Missing or Stolen Keys
Any stolen, lost or missing keys must be reported to the Estates & Facilities Helpdesk or the Customer Services Manager. The Customer Services Manager will be responsible for investigating the circumstances of the loss. An assessment based on the circumstances will then be made as to the necessity for remedial measures. In most circumstanced, individuals or departments will be required to pay for any lost or stolen keys and this may include lock replacement if the security risk makes it necessary to change any locks.
12. Contractors and staff signing out main security bunches of keys
Security, Cleaning and Maintenance Engineers will require to sign out main security bunches of keys though out their shift to carry out their duties. It is the responsibility of the individual signing for the keys to ensure that the keys in their possession giving access to University buildings are kept secure at all times. Receipt of a University key carries these implied responsibilities. The following acts are examples of violations of the Key Policy and are prohibited:.
- Unauthorised loaning of keys
- Transferring of keys from one person to another without following due process
- Unauthorised duplication of keys
- Damaging, tampering or vandalising any University lock or hardware
- Propping open secure doors
- Admitting unauthorised persons into the building
- Altering, keys lock or mechanisms
- Failure to return a key when requested by University authorised person, or upon leaving the employment of the University.
- Failure to report lost keys
- Taking keys off campus
13. Contractor Damaged, broken keys
Should a contractor damage or break a key, they must inform security immediately. Security will then contact the Estates & Facilities helpdesk to take remedial action.
14. Contractor loss of security keys / key bunches
If a contractor is responsible for a loss of a key or key bunch it must immediately be reported to the security control centre and the customer services manager. The individual should provide to security a detailed report of where the key/key bunch was last used and where they believed they last had the key/key bunch. It will be the responsibility of the contract manager along with security to search the premises to find lost key/key bunch. The customer services manager will be responsible for investigating the circumstances of the loss and make an assessment as what remedial measures need to be put in place. Should the key/key bunch not be found within the designated timeline set by the customer services manager, the contractor will be required to pay for any lost or stolen keys which dependant on the key/bunches could include lock replacement and any staff replacement keys.