Building Access/Key Control

The following describes the policies and procedures for granting building access and for the issuance and control of Georgia Southern University building keys to include the management of a University keying system. The proper management of keying systems is essential to maintaining effective campus security and to facilitate fire protection, maintenance, and custodial services.

Policy

To apply for a key, please fill out the Key Request Authorization and Acceptance Form and bring it to the Facilities Service Response Center. The Facilities Service Response Center is located at 824 South Main Street.

To apply for electronic access, please fill out the Electronic Access Authorization and Acceptance Form.

All Georgia Southern University employees and students share responsibility for maintaining the security of campus facilities. Concerns about facility security should be reported to the Division of Public Safety.

The Facilities Division is responsible for the management of the University Building Access and Key Control Program. That responsibility includes the maintenance of building access rosters; the programming of electronic locks; the production, storage, and issuance of keys; the replacement or rekeying of lock cylinders; the acquisition of new keying systems; and the maintenance of accurate records and databases.

The University Housing Division is responsible for the management of building access and key control procedures for residence halls. Students requiring access to campus facility areas other than residence halls must receive authorization through the Building Coordinators. Student access will be terminated at the end of each semester unless the department notifies the Service Response Center.

Facilities provides all keys for University buildings. University keys are not to be reproduced, duplicated, or obtained from any source other than Facilities. Should an employee(s) violate this provision of the Policy, they may be subject to disciplinary action which could include termination.

Faculty and staff will be provided building access and keys on a need-for-access basis only. The number of keys issued will be kept to a minimum and duplicates will not be issued to individuals.

An electronic lock will be provided on one exterior door of each major building for access during periods when the building is secured. Should additional locksets be requested, the building coordinator should initiate a work order through our work order system and a funding source(s) must be identified for those costs. Building master keys for exterior doors will not be issued without the approval of the Vice President for Business and Finance.

Employees who terminate their employment or no longer need access to a specific area or building will personally return their keys to the Facilities Service Response Center. Building Coordinators and Human Resources will ensure separating employees obtain clearance from the Facilities Service Response Center prior to departing campus.

Definitions

Building Coordinator
The Building Coordinator is the individual responsible for approving the issuance of keys to employees within their purview of responsibility, maintaining an internal inventory of key issuance and developing other appropriate safe guards deemed necessary to secure their area of responsibility. The Building Coordinator will ultimately be responsible to the appropriate Vice President of their respective functional division within Georgia Southern University. Building Coordinator List.
Electronic Building Access
One exterior door on each major building will be provided with an electronic lock for access during periods when the building is secured. This stand-alone, battery-powered lock will be operated by a card swipe using either the faculty/staff or student ID cards. The Building Coordinator will provide electronic access authorizations to Facilities Service Response Center. The Facilities Lock Shop will program the lock. Building List
Building Access Procedures:
Students: Students may be granted electronic building/rooms access during periods the building is secured. The responsible University employee will complete the Electronic Access Authorization And Acceptance Form. Both the responsible Department/Unit Head and Building Coordinator must approve the form. The form must be typed and all blanks/spaces completed before submitting to Facilities Services. The spaces for Date For Access To Begin and Access To Expire must be completed as well as Times Needed For Access. Students may receive electronic access for a maximum of one year per request. If access is needed longer then a new request will need to be submitted to extend their access the following year. Please make sure the requesters have received an Eagle I.D. from the I.D. Center prior to submitting the requests. If they are requesting 24hr. access for the building/room then 24hrs. can be used in both spaces for Times Needed For Access or it can be limited as per the times provided.
Rosters: Departments on campus having classes that require all students enrolled to have electronic building/room access can complete a single form for each class and attach the class roster provided it is in a typed spreadsheet format and includes First & Last Names as well as full Eagle I.D. numbers for each individual. These can be completed to provide access per semester or per year and the Access Controls Department will notify the University Department/Unit Head when the rosters have been activated.PLEASE NOTE THAT IF A REQUESTER REPLACES THEIR I.D. THEY WILL NEED TO NOTIFY THE FACILITIES SERVICES ACCESS CONTROLS DEPARTMENT TO HAVE IT UPDATED/ACTIVATED IN THE SYSTEM BEFORE THE NEW CARD WILL WORK.
Key Request Authorization and Acceptance Form
The form to be used by all faculty and staff employees to request both building access and key issuance authorization. The form can be completed on the  Facilities webpage and then printed. The individual’s department or unit head and the Building Coordinator must approve the request
before submission to the Key Bank.

Key Procedures

Types of Keys

Grand-master Key
A key that operates multiple locks for multiple buildings. A grand-master key will only be issued with the approval of the Vice President for Business and Finance. Any request for these keys must be fully justified in writing. Approved requests will be sent to the Physical Plant Service Response Center for issuance of the appropriate key.
Master Key
A key that operates all interior doors in a single building. It may be issued to individuals working in the building with the approval of both Department Heads and Building Coordinators. These keys will not provide access to exterior doors.
Sub-Master Key
A key that operates a selected group of interior doors in a single building. It may be issued to individuals working in the building with the approval of both Department Heads and Building Coordinators. These keys will not provide access to exterior doors.
Lost Keys
A keyholder who loses a key must promptly report the loss to the Department Chair and Building Coordinator. The Building Coordinator should immediately report the loss to the Physical Plant Service response Center and to the Department of Public Safety. The replacement of a lost key requires preparation of a new Key Request Form and an e-mail from the department chair accepting responsibility for the cost of rekeying should security be compromised in the affected area.

Return of Keys

RETIREMENT, RESIGNATION, OR TERMINATION OF EMPLOYMENT
Permanent Georgia Southern University staff and all faculty shall be required to process through the Georgia Southern University Check-Out procedure upon their separation from the University. This process insures that all keys are returned to Physical Plant and electronic access is deleted from the authorization data bank. Physical Plant Service Response Center will issue a receipt for returned keys to the keyholder. Keyholders are not relieved of responsibility for keys until they receive this receipt. A copy of the receipt will be sent to the Building Coordinator of the spaces accessed.
TRANSFERRING EMPLOYEES
Faculty and staff who change offices within a building or transfer to a different building must return all keys to the Physical Plant Service Response Center. Physical Plant Service Response Center will issue a receipt for returned keys to the keyholder. Keyholders are not relieved of responsibility for keys until they receive this receipt. A copy of the receipt will be sent to the Building Coordinator of the spaces accessed. To obtain keys for the new space, a Key Request Authorization and Acceptance Form must be completed, approved, and submitted in accordance with the above procedures. Building Coordinators should submit a request to the Physical Plant Service Response Center to have the individual’s electronic access authorization changed as appropriate.

General Procedures

The appropriate Vice President is responsible for assigning Building Coordinators. When there is a change in the designated Building Coordinator, the Physical Plant Service Response Center must be notified in writing through the Vice President. Building Coordinators should understand that the accountable budget may be charged for replacing keys and locks, rekeying locks, or for other expenses incurred as a result of the loss or inappropriate use of keys issued.

Building Coordinators are to inform keyholders of their responsibilities for ensuring that keys are safeguarded, properly used, and returned to the Physical Plant Service Response Center upon the request of the issuing authority. Keyholders MUST be advised that if they lose a key or fail to return a key when requested, they may be required to pay for the cost incurred to rekey an area to reestablish compromised security.

Physical Plant will maintain a master listing by building of all employees who are designated for electronic access and approved keyholders. A complete copy of the list will be provided to the University Internal Auditor as requested for audit purposes.

Lock Procedures

Building Coordinators will determine the schedules for locking and unlocking their building. Most academic buildings will be locked at 11:00 PM and unlocked at 7:00 AM. Most administrative buildings will be locked and unlocked by the building occupants. Requests for exceptions should be submitted to the Physical Plant Service Response Center based on individual building utilization schedules. The Building Coordinator should update exceptions each semester. Physical Plant staff will secure buildings on the exception list.

The Facilities Use Coordinators in the Division of Continuing Education and the Russell Union make room reservations for non-academic purposes. These coordinators will continue to provide unlock and lock schedules to the Physical Plant Service Response Center. Physical Plant staff will provide these unlock/lock services as time and work schedules permit.

For a complete schedule of building lock and unlock times, click here

Emergency Procedures

The Public Safety Department should be contacted for emergency access to a building during periods the building is secured. The Public Safety Department shall have the discretion to make decisions regarding emergency access to buildings. During normal working hours, the Building Coordinator, or the person having administrative jurisdiction over the space, should be contacted.

Last updated: 8/7/2017

FACILITIES SERVICES • PO Box 8012, Statesboro, GA 30458 • (912) 478-5558