Small Seal

Key Control

Recommended By: Administration and Finance
Approved:
Ruben Armiñana, President
Date of Original Issue: March 25, 1999
Date of Current Issue: February 26, 2009
Effective Date: February 26, 2009
Contact Office: Seawolf Service Center

Policy #2009-1

  1. POLICY
    It is the policy of Sonoma State University to promote the security of campus personnel and appropriate access to University property. This policy describes the control, use, and possession of keys to campus facilities, including (A) general provision, (B) design of keying systems, (C) fabrication, (D) responsibility for issuance, (E) responsibilities regarding lost keys, (F) eligibility for possession, (G) provision for contractor access, and (H) key and building security.
  2. PRINCIPLES
    1. GENERAL PROVISION. Unauthorized fabrication, duplication, possession, or use of keys to facilities of Sonoma State University is a crime (California Penal Code 469). University keys are California State property and may be recovered at any time.
    2. DESIGN. Design of the keying system is the responsibility of Facilities Services. The design will ensure security and reasonable convenience to personnel occupying campus facilities.
    3. FABRICATION. Facilities Services fabricates all keys and performs all lock changes for campus facilities, except for work performed by on-site contractors under the direction of Facilities Services. Records of keys to campus facilities, including the names of individuals to whom keys are issued, dates of issue/return/loss will be maintained by the Seawolf Service Center. University keys will not be duplicated, except by Facilities Services.
    4. RESPONSIBILITY--ISSUANCE. All persons issued University keys shall at all times be held responsible and accountable for said keys. Appropriate administrators may request and delegate the issuance of keys only as necessary and in accordance with the Key Eligibility Criteria below.
    5. LOST KEYS. Individuals possessing keys to campus facilities are responsible for such keys. The University reserves the authority to charge individuals for the cost of key replacement and/or re-keying of locks caused by loss of keys to campus facilities in accordance with a rate schedule approved periodically by the President. All lost keys must be reported immediately to the appropriate department administrator and the University Police.
    6. KEY ELIGIBILITY CRITERIA.
      TYPE OF KEY ELIGIBILITY TO CARRY RESPONSIBILITY TO AUTHORIZE
      Full Master Set
      (Access to all Campus Facilities)

      President
      Provost, V.P. Acad. Affairs
      V.P. Admin & Finance
      Sr. Dir Univ. Police
      Police Officers
      Appropriate Facilities Staff


      President
      President
      V.P. Admin. & Finance
      Sr. Dir. Univ. Police
      Sr. Director, Facilities

      Building Master
      (except Student Health Center)

      Appropriate Facilities Staff
      Employees as needed to perform their duties

      Sr. Director, Facilities
      Appropriate Administrator

      Multiple Door Key
      Employees and students as needed to perform their duties Appropriate Administrator
      Single Door Key Employees and students as needed to perform their duties Appropriate Administrator

      Electronic Card Key- Building Master

      Appropriate Facilities Staff
      Employees and students as needed to perform their duties

      Sr. Director, Facilities
      Appropriate Administrator

      Electronic Card Key-Multiple Doors

      Employees and students as needed to perform their duties Appropriate Administrator

      Electronic Card Key-Single Door

      Employees and students as needed to perform their duties Appropriate Administrator
      Student Health Center -Keys of any kind Employees approved by Director of Student Health Center Director, Student Health Center
      1. CONTRACTOR ACCESS. Keys needed by contractors or other non-university users must be authorized by Facilities Services, including authorized individual, firm name, and specific return date. All costs of key recovery or re-keying related to unreturned keys will be the responsibility of the firm to which the keys were issued, and final payment will not be made until keys are cleared.
      2. KEY AND BUILDING SECURITY. The individual to whom keys are issued is personally responsible for the use of said keys until returned to Seawolf Service Center. Individuals must personally sign for their keys and shall not transfer or loan their keys to another individual. Key holders shall not "prop" doors or leave them unlocked during hours when the facility is normally closed. Key holders shall not unlock buildings or rooms for others unless the individual has a valid, verifiable reason and proper identification for access, or is known by the employee to have legitimate need for access to the room or building. Students are issued keys for a semester at a time only. Student records and registration may be held pending clearance of keys at the end of each semester. Employees may be issued keys for the duration of employment. The employee's final paycheck may be held pending return or clearance of outstanding keys.

Key Issuance Procedures


Updated February 26, 2009 by UAO.WebContact@sonoma.edu