Date of Current Revision: May, 2011
Responsible Officer: Assistant Vice President, Business Services
The effective control and security of university buildings are necessary requirements for the safety and protection of university personnel and equipment. Therefore, the following policy is established for the issuance and security of university keys, which are the heart of an effective building security program.
The Board of Visitors has granted the president the authority for the effective management of the university, including authorizing important policies related to security.
University official who has the authority to approve the issuance of keys to JMU personnel and outside contractors.
Companies hired by JMU to provide a service to the university.
This policy is applicable to all students, faculty, staff and outside contractors.
Building security will be a high priority for the university. Specifically, the duplication of any university key is prohibited except by the authorization of the Director of Facilities Management.
6.1 Approving authorities will determine those individuals whose duties require the possession of university keys. One criterion used in this determination will be the need for access to buildings or areas during other than normal working hours. Also, primary responsibility for unlocking and securing of offices, classrooms, meeting rooms and other facilities rests with department heads and/or building coordinators (or their designees) for routine university business. If they do not have the necessary keys to accomplish this task, such keys can be obtained and distributed using the Facilities Management work order form. The Office of Public Safety may provide assistance and backup, when appropriate, as a courtesy to the community.
6.2 University officials authorized to approve requests for university keys requested from the Facilities Management Locksmith Shop are listed below:
6.3 Individuals who do not possess university keys and must gain emergency entry to a university building or area may request assistance from the Office of Public Safety. Upon the receipt of such request, public safety personnel will make positive identification of the requestor, secure permission from the appropriate university official (if not already handled by prior arrangement) to allow the requestor to enter the designated area and record the action taken in the daily communications log.
6.4 Authorizing officials who wish to allow university personnel to enter a university facility under their authority for an extended period of time without issuing them a key may notify the Office of Public Safety by memorandum/email (firstname.lastname@example.org) of the person's name and the circumstances of the needed access. The Office of Public Safety will then coordinate the admission of the authorized individual into the designated university facility.
6.5 When access to university facilities is required in connection with a commercially contracted project, the Director of Facilities Management will coordinate the contractor's requirements with the Director of Procurement Services, the Director of Public Safety and appropriate officials where the work is to be performed. Prior to issuance of keys to contractors or concessionaires by the Facilities Management Locksmith Services, the Director of Facilities Management will ensure that the contractors are thoroughly familiar with their responsibilities. Upon completion of their need for university keys, the Director of Facilities Management or the Director of Facilities Planning and Construction will ensure that the keys are returned to Facilities Management Locksmith Services.
7.1 Responsibilities of approving authorities:
7.2 Responsibility of Key Holders:
Individuals issued university keys are responsible for their physical security. The loss of a key(s) should be immediately reported to the appropriate approving authority. If said key(s) is lost or stolen off campus, a report should be filed with the police in the jurisdiction where the loss or theft occurred.
7.3 Responsibility of Facilities Management:
The Director of Facilities Management is responsible for the manufacture/duplication and issuance of all keys. The duplication of university keys by any other person or activity is prohibited by this policy and the laws of Virginia. Such duplication, or the possession of a key duplicated without authorization, constitutes a Class 3 misdemeanor if the key(s) in question allows access to state property. University keys will be duplicated only upon written authorization of the appropriate key approving authority and subsequent approval of the Director of Facilities Management.
7.4 The Facilities Management Lockshop will maintain a current listing of all keys manufactured/duplicated, as generated by accountable locksmiths' shop personnel, and the keys subsequent distribution. Approving authorities will use the Facilities Management work order system to order keys.
Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment.
Possession or duplication of keys to the lock of any building or other property owned by the Commonwealth of Virginia or agency thereof without this permission constitutes a Class 3 misdemeanor.
In addition, all persons who violate this policy may be subject to applicable criminal prosecution.
Certain keys, however, are not available to the Office of Public Safety (e.g., Bookstore and certain Dining Service keys). Entrance to these facilities may be approved only by the administrator in charge of the facility.
Authority to interpret this policy rests with the president and is generally delegated to the Assistant Vice President for Business Services.
Previous version: March 2009
Approved by the President: July 2002