Key Control Policies/Procedures
Purpose
1.0 The purpose of this policy is to set forth procedures for the issuance and control of keys, and for accounting for keys when employees, faculty and staff terminate or transfer. This policy also provides procedures for issuing keys to and retrieving keys from students. For purposes of this policy, the term "keys" will also include any programmable cards used to gain entry to NKU buildings or offices, or other secured areas.
Policy
2.0 Keys to buildings, offices and any other secured areas will be issued to employees, staff, students and faculty on the basis of demonstrated need. Key forms must have the appropriate department head’s approval by signature before the request can be processed. Please refer to departmental listing. Failure to obtain all necessary signatures can result in a delay in processing.
2.1 Key requests for exterior campus building doors must be approved by signature as listed below, before processed. Failure to obtain all necessary signatures can result in a delay in processing. Please allow five to ten working days to process requests. Special requests or incomplete forms may take longer to complete.
Academic Staff & Faculty - 3 signatures required
(1) Department Chair
(2) Respective Dean
(3) VP Academic Affairs or Provost
Administrative Staff - 2 signatures required:
(1) Department Chair or Director
(2) VP for Administration & Finance
Student Affairs Staff - 2 signatures required:
(1) Department Chair or Director
(2) VP for Student Affairs
2.2 The appropriate key receipt form must be signed by the person to whom the key(s) is to be issued acknowledging receipt of the key(s) and their responsibility to protect it. The signature also signifies their agreement to pay a $5 fee for each key and tag if they are lost or not returned to Key Control upon their separation from NKU.
The $5 fee must be paid prior to the issuance of a replacement key. Replacement of stolen keys must have a properly signed key request form stating "lost - replacement" under justification and a copy of the Department of Public Safety incident report.
2.3 Each department may designate a person to pick up keys and obtain signatures for key receipt forms for faculty, students and staff who are unable or unavailable during office hours. Advance notification and arrangements must be set up with Key Control prior to issuance. Should a department not have a designee available, arrangements can be made for the purpose of obtaining and returning key(s) after office hours. Please call Sherry Cucchiara at extension x5660 or email
2.4 A computerized list of all key(s) and tag(s) issued to each department will be made available annually to all department heads/directors each March in the form of a key audit. These lists are issued as a two part carbonless copy spreadsheet with the yellow copy returned to Key Control by April 15th. The top white copy is retained by department head/director for use and reference.
Procedures
3.0 A Facilities Management Key Request form must be completed and submitted intact to Key Control in Maintenance Building MA160. Forms are available in Key Control.
3.1 Requests
All requests will be verified and processed through the lock shop from Key Control. The requesting department will be notified promptly of any denied request.
3.2 Notification
Notification by phone or email will be made to requesting department when key(s) is ready for issuance. Keys may be picked up from 8:15 a.m. - 4:30 p.m. Monday - Friday in Maintenance Building MA160.
3.3 Obtaining Keys
A picture ID and signature are required to obtain key(s) and tag(s).
3.4 Returning Keys
Upon separation from the University, all keys and tags issued must be returned to Key Control. Unwanted or returned keys should not be given to co-workers, support staff, etc. to return for you. This practice causes serious key control and security problems.
When keys are no longer required, broken, or you are unsure of key nature and use, return them directly to Key Control in Maintenance Building MA160.