Ohio Administrative Code › Title 3342 - Kent State University › Chapter 3342-5 - Administrative Policies In General › Section 3342-5-12.405 - Operational policy regarding key and electronic access control

Current through all regulations passed and filed through July 1, 2024
(A)
								Purpose statement. This policy provides for the
			 issuance and accountability of all keys and access cards, which control access
			 to university-owned, operated, or leased properties (collectively "university
			 property"). University facilities management (UFM), through its lock shop, is
			 responsible for the administration of this policy and for providing keys and
			 building access cards to university faculty, staff and students for all
			 university property. Each regional campus and college of podiatric medicine has
			 independent locksmith services operating with the parameters of this policy.
			 Residence services has in-house locksmith services.
(B)
								Scope. This
			 policy applies to any individual who has been granted authorized individual
			 access to university property. All key and building access cardholders are
			 responsible for the keys and access cards assigned to the individual. This
			 policy does not apply to access to residence halls as managed by the department
			 of residence services. The residence services lock shop is responsible for
			 managing access control for all key and access cards to residence halls. Access
			 to the Kent student center will be managed by the Kent student center
			 administration. Keys and access cards will be supplied by UFM. Key and access
			 card control at regional campuses and the college of podiatric medicine are
			 managed by the respective dean or delegate. Kent state university museum is
			 responsible for managing access to the museum located in Rockwell
			 hall.
(C)
								Definitions. The definitions provided in rule
			 3342-5-12.403 of the Administrative Code shall apply to this policy as
			 appropriate.
(D)
								Procedure. UFM is responsible for the installation,
			 changing or removal of locks and other forms of access to university property.
			 UFM is responsible for the distribution of all keys and access cards, which
			 shall remain the property of Kent state university. Key and access card control
			 at regional campuses, residence services and the college of podiatric medicine
			 and Kent student center are managed by the respective dean, department head or
			 delegate. Annually, the regional campuses and the college of podiatric medicine
			 shall submit specific key and access control procedures along with a detailed
			 inventory of keys and access cards to the associate vice president of
			 facilities, planning and operations. No person shall knowingly possess an
			 unauthorized key or access card for Kent state university.
(1)
									Lost key or
			 access card. In the event a key or access card is lost or stolen, UFM shall
			 determine if rekeying of the point of access is required. Such determination
			 will be made in consultation with the affected unit administrator, and any such
			 costs associated with the rekeying shall be charged to the unit. Fees for keys
			 lost or not returned by individuals upon leaving the university are the
			 responsibility of the issuing unit.
(2)
									Duplicating keys
			 is prohibited.
(3)
									All building master key and grand master key requests
			 must be approved by the associate vice president for facilities planning and
			 operations.
(4)
									Temporary access to areas may be granted to vendors
			 only by FPO and police services. FPO is responsible for the development and
			 implementation of the process for granting such access and shall communicate
			 this process directly to affected individual units.
(5)
									Unauthorized
			 locks are prohibited on doors and if found will be removed and discarded. Any
			 damages or repairs resulting from the removal of unauthorized locks will be the
			 responsibility of the unit responsible for the affected area if found in
			 violation of this policy. Electronic locks installed on exterior door(s) must
			 be connected to the KSU network centrally controlled system. The exceptions are
			 regional campuses and the college of podiatric medicine.
(6)
									All key and
			 access card requests shall be submitted on the UFM lock shop
			 form.
(7)
									Keys are issued from UFM to individuals and will remain
			 in the key holder's name until UFM physically receives and processes the keys
			 as returned. Keys and access cards are issued from the kent student center to
			 individuals and will remain in the key holder's name until the kent student
			 center physically receives and processes the keys as returned.
(8)
									All key holders
			 and access card holders shall report lost or stolen keys immediately within
			 twenty-four hours of discovery to UFM lock shop and department or
			 unit.