Williams College Facilities

Key Control Policies

Purpose

The purpose of the Key Control Policy is to protect the property and privacy of Williams College, and of individuals assigned to use College facilities, by limiting access to such facilities to assigned individuals and to their Supervisors. Recognition has been given to the fact that Facilities has responsibility for the maintenance of all spaces, including all building systems. and as such, may have a need for access to certain spaces occupied by others. Facilities also has the responsibility to effectively manage and control distribution of keys on campus.

Scope

This policy applies to all Williams College employees, visiting faculty, students, and contractors working for the College. It applies to all facilities owned, leased, or otherwise occupied by Williams College.

Issuing Keys

Keys to College spaces; e.g. offices, lecture halls, classrooms, housing, storage spaces, mechanical spaces, high voltage spaces, etc., will be issued to College employees with the approval of the appropriate Department Head, Dean, or Director. Keys issued to Facilities employees for spaces other than Facilities occupied spaces must be approved by the Department occupying the space or facility. Each key issued to College employees, contractors, or students shall be documented by the Facilities Lock Shop. No key shall be transferred from one person to another without being returned to the Lock Shop for appropriate re-issue. Each key will be stamped with a unique number and issued by number to a specific individual.

Duplication

All keys referred to in this policy are the property of Williams College and are not to be duplicated by anyone other than the Lock Shop. Duplication of a key, or the possession of an unauthorized duplicate, may result in appropriate disciplinary action.

Key Retrieval

Upon termination of employment and/or student status, all keys must be immediately returned to the Lock Shop. Failure to return keys upon termination/separation may result in holding the employee and/or student responsible for the cost to re-key a room, office or building (or buildings) if they do not return their key(s) prior to leaving the College.

Forms and Procedures

All key requests are issued through the Facilities Work Requests on the web submitted by either a Department Head or Administrative Assistant.

Enforcement

The policy and its enforcement are the responsibility of Facilities and are implemented through the Lock Shop. All College Faculty, Staff, and Administrators shall ensure that keys are not issued to individuals which would provide access to areas other than those to which the person issued the key would ROUTINELY need access. The Lock Shop shall have the responsibility to ensure that key requests and all appropriate authorizations have been obtained prior to issuing keys. The Lock Shop shall implement and maintain appropriate procedures to ensure that all keys issued to Facilities employees are accounted for, securely deposited in a lock box when not in use, and security maintained of the Master Key Systems used by Campus Departments.