Library Key and Access Procedures
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In order to ensure proper security of the building, it is possible that locks may have to be replaced if keys to those areas are lost. The employee who signs for these keys takes on the responsibility for maintaining control of them, and may be held liable for the costs associated with re-keying those locks which the key opened. The relevant university policy for this rule is the Campus Facilities and Grounds Manual, policy 007-13: Building Key Control.
The act of loaning or transferring keys to another individual is prohibited. Keys are intended for individual use. It is the responsibility of the individual to maintain their key, and to turn it in to the Building Manager when their position changes or they are no longer working in the Valley Library. Requests for keys can only be approved by the University Librarian or her designee.
This policy is broken into three sections: in-processing new employees, requesting a new key, and removing access.
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4. It is the employee’s responsibility to go to the key shop and ID center to get their key and ID. The employee will receive a notification from the key shop when their keys are ready.
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The Building Manager will run annual audits, using the key-shops roster of access and comparing it to the key-control log to ensure that proper key control is maintained. Issues of key control will be forwarded to the associated unit supervisor or the point of contact for a partner unit.
Issues with keys or access can be directed to the building supervisor.
The key-control log, lists of employee’s ID numbers, and credential access logs will be maintained by the Building Manager. This information will be stored locally on a stand-alone system, or stored in a restricted share drive, limited to access by the Building Manager and library administration.
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