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1.0 Scope

This procedure is applicable to NPC departments and its employees (faculty and staff).

2.0 Purpose

This procedure is established for the purpose of promoting a secure campus environment and for maintaining a comprehensive system to manage the dissemination of keys throughout the campus and centers. All college facilities will be closed and locked when no business or events are scheduled. All employees are responsible and accountable for the security of buildings, classrooms, contents, and equipment within their areas of responsibility.

3.0 Definitions

3.1 Exempt Employees – Positions which, based on duties performed and the manner of compensation, have been determined to be exempt from (not covered by) the payment of overtime, and are paid a salary.  

3.2 Non-Exempt Employees – Positions which, based on duties performed, have been determined to be covered by the overtime provisions of the FLAS. Employees occupying non-exempt positions must be paid one and one-half times the employee’s regular rate of pay for each ¼ hour worked in excess of 40 hours in any work week.

3.3 Vendor - A person or company, not employed by NPC, offering a product or service for sale to NPC.

3.4 Key Requestor - A supervisor or administrator requesting key issuance on behalf of an employee.

3.5 Key Holder - The employee or vendor to whom keys are being issued.

4.0 Procedure

4.1 Key Issuance

a) Contracted Employees

I. Supervisors will complete a Key Request Form and submit it to the appropriate campus or center manager.

II. The campus/center manager will review and approve the Key Request Form and issue key(s).

b) President’s Cabinet Employees:

I. Supervisors will complete a Key Request Form and submit it to the Director of Facilities and Transportation and Vice President of Administration, as these individuals may receive a master key that will unlock all NPC facilities at all locations.

II. Director of Facilities and Transportation will issue keys(s)

c) Temporary Employees:

I. Keys may be issued to a non-contracted (temporary) employees on an as needed basis following approval by the Director of Facilities and Transportation.

d) Contractors/Vendors:

I. Deans or Directors will complete a Key Request Form and submit it to the campus/center manager who will forward the form to the Director of Facilities and Transportation. Key(s) may be issued, but issuance will be for a limited period.

4.2 Key Holder Responsibilities

key(s) until they are returned to the campus/center manager.

b) Key holders are required to keep the key(s) in their possession and not in desks, cabinets, or unsecure areas.

c) Key holders are not allowed to loan or transfer their key(s) to anyone or to make a copy of any key.

d) Key holders may enter buildings during closed hours but are responsible for properly locking the building after use.

e) Key holders shall not unlock buildings or rooms for others unless the individual requesting the unlocking of the building or room has a valid, verifiable reason and proper identification for access or is known by the key holder to have legitimate need for access to the room or building. Report suspicious activity to campus/center office immediately.

f) Contact the campus/center manager if issued key(s) are not functioning properly.

4.3 Lost or Stolen Key

a) Lost or stolen key(s) must be reported immediately to the campus/center manager who will complete an Incident Report and forward a copy to the Director of Facilities and Transportation.

b) Lost or stolen key(s) can result in significant financial or other confidential information exposure to the college. Any loss of key(s) may result in disciplinary action.

c) When a key is lost or stolen it will result in a replacement fee of $25. Depending on what type of key is lost or stolen it will result in a fee for rekeying the building or the campuses.  The Director of Facilities and Transportation, in conjuction with the Vice President of Administrative Services,will assess the rekeying fee.  The rekeying fees are equivalent to  1% of the costs to rekey a building, campus and all campuses. .

Total costs:

• Building master rekeying cost is   $3,000. / $30 + $25 = $55 total cost.
• Campus master rekeying cost is  $15,000  /  $150 + $25 = $175 total cost.
• Grand Master rekeying cost is  $60,000. / $600 + $25 = $625 total cost.

d) A new Key Request Form must be completed for issuance of new key(s) after lost or stolen key(s) are reported.

4.4 Return of Key

a) All employees – Key(s) must be returned to the campus/center manager at termination (voluntary or involuntary) or transfer to another department/location or temporary assignment. This will also include leave of absence anticipated to be longer than 180 days. Terminating employees must complete the Employee Check-Out form.

b) Contractors/Vendors – Key(s) must be returned the campus/center manager or Director of Facilities and Transportation when the period of issuance expires.

4.5 Replication of Key

a) Only the Director of Facilities and Transportation or their delegate is authorized to replicate key(s).

4.6 Key Audit

a) Keys will be inventoried (audited) annually, in March, by campus/center managers  to assist the Director of Facilities and Transportation with the review and evaluation of property,  building, and room access. This will also help verify the accuracy of records and account for all keys.

b) Key audits may also be requested by administrators (deans/directors and above) should security of an area become compromised.