Building Security
Date of Current Revision: January 2008
Responsible Officer: Associate Vice President for Business Services
- PURPOSE
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.
- AUTHORITY
The Board of Visitors has granted the president the authority for the effective management of the university, including authorizing important policies related to security such as this policy.
- DEFINITIONS
Approving authority:
University official who has the authority to approve the issuance of keys to JMU personnel and outside contractors.
Outside contractors:
Companies hired by JMU to provide a service to the university.
- APPLICABILITY
This policy is applicable to all students, faculty, staff, and outside contractors. - POLICY
The duplication of any university key is prohibited except by the authorization of the Director of Facilities Management. 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. - PROCEDURES
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 forwarded to the Facilities Management Locksmith Shop are listed below:
- President & Vice President for Administration & Finance - All types
- Administrative officials, deans - Master keys for building(s) in which their departments are located
- Department heads, directors, and residence hall area coordinators - Department entrance and room keys
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 (pd_dispatch@jmu.edu) 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. - RESPONSIBILITIES
7.1 Responsibilities of approving authorities -
- Maintain a current listing of personnel to whom they have issued university keys.
- During the month of April, each year, an accounting will be made of all university keys issued under their authority to ensure proper control and accountability. Student residence hall keys will be inventoried promptly at the end of each spring semester and at the end of each summer session, and replacement keys ordered immediately.
- Submit a key inventory to the Facilities Management Locksmith on request or if discrepancies are noted in the inventory.
- Ensure the return of university keys by individuals at the termination of their employment or when their duties no longer require the possession of university keys.
- Investigate and report to the Office of Public Safety and Lead Locksmith all incidents involving the loss of university keys. These reports should provide the following data:
- Name of the official who authorized issue of the key(s).
- Name of the individual to whom the key(s) were issued.
- Type of key(s).
- Room(s), building(s), or area(s) to which the key(s) provide access.
- Date of the discovery of the key(s) loss or theft and any other pertinent facts. If the key was lost or stolen outside the jurisdiction of the Office of Public Safety, a report should be filed with the police in the jurisdiction where the loss or theft occurred.
Individuals to whom university keys are issued 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/duplications 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 their subsequent distribution. Approving authorities will use Facilities Management work order system to order key duplicating. - SANCTIONS
Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment.
In addition, all persons who violate this policy may be subject to applicable criminal prosecution. - EXCLUSIONS
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.
- INTERPRETATION
Authority to interpret this policy rests with the president, and is generally delegated to the Associate Vice President for Business Services.
Approved by the President: July, 2002
Index Terms
Keys
Locksmith
Locks