Temperature Control Policy (Policy 83)

Purpose

The purpose and intent of this policy is to set forth procedures to provide for the security of Governors State University's buildings, facilities, personnel and property, insofar as keys/swipe cards and rekeying are concerned; and, to establish a program of accountability and responsibility for securing key control. In no way shall this policy impede instructors from access to their classrooms, labs, or offices.

1. Core: Portion of the door lock that allows a key to operate the lockset. 
2. Operating Key: Most common key, opening only a specific door. 
3. Bypass Key: Opens several doors in an area such as a department. 
4. Sub-Master Key: Opens doors in an entire area, i.e. College of Business or an entire floor. 
5. Grand Master Key: Opens all doors in the Main Building, G Building, Prairie Place, and the Family Development Center.

1. Key/Swipe Card Authorization and Eligibility
   1. Unit Heads with signature authority are to decide what access individual employees are to have, and submit a signed Service Request Form to Facilities Development Management (FDM).
   2. Sub-Master and By-Pass Keys: Require authorization of the President, Vice President, Provost, Dean, or Associate Vice President of the applicable area. Designee not permitted.
   3. Grand Master Keys: Require authorization of the President, the AVP for FDM, and the Chief of Police. Designee not permitted.
   4. Swipe Cards: The Associate Vice President for Information Technology Systems (ITS) has the sole authority to grant swipe card permission access to areas controlled by ITS. Swipe card access to the Family Development Center (FDC) requires fingerprinting and approval of the Executive Director of the FDC and the Chief of Police;
   5. Non-Status Employees Temporary, Extra Help, Adjunct Instructors, and Student Workers (Non-Status) may be issued keys by the Department or Division, who will take responsibility for lost, misplaced, or stolen keys.
   6. Contractors and Vendors If temporary key access is required by a contractor or vendor, a Service Request Form must be filled out and signed by the company's authorized designee and submitted to FDM along with a $500 cashier's check as security deposit. A photo ID and signature are required. The deposit will be refunded upon the return of key(s).
2. Key/Swipe Card Regulations
   1. Issuance of Keys: Keys/swipe cards must be picked up in FDM by the individual they are assigned to. A photo ID and signature are required.
   2. Separation from the University: Keys/swipe cards must be turned into FDM upon separation from the University. A deduction from the final paycheck may be made to cover the cost of re-keying the lock(s). It is the responsibility of individual departments to notify FDM in writing that an employee has separated from the University. Failure to do so may leave the department's security at risk and may require the changing of locks at the department's expense.
   3. Transfer: The transfer of keys/swipe cards between employees is prohibited. If an employee's assignment changes within the University, the original keys/swipe cards must be returned to FDM and a new Service Request Form must be filled out for the new department with the appropriate signatures.
   4. Key/Swipe Card Audits: Key/Swipe Card Audits may be performed at the discretion of the AVP for FDM, the Chief of Police, and/or a Vice President if deemed necessary. DPS Officers reserve the right to inspect University issued keys/swipe cards at will.

3. Mandated by Law and/or High Risk Areas

   Departments/areas determined to be mandated by law and/or high risk will not be keyed to a master key system. These include but may not be limited to: alcohol storage, pharmacy or drug storage, volatile storage, radiology storage, the Cashier's Office, vaults where money or valuables are stored, the Key Control room, ITS, and areas within the Department of Public Safety (DPS). These locks will be operated by individual keys and monitored by the individual departments.

   1. Locks Removed from the Master System

      If required criteria are met, departments may request a specific area be removed from the master key system. Determinations will be made on a case-by-case basis. It is to be noted that removal of University space from the master key system may create a safety risk and disrupt operational and facility services. Therefore, the Department of Public Safety will be issued keys to spaces removed from the master key system in the event of an emergency.

4. Ownership of Keys/Swipe Cards

   All keys/swipe cards remain the property of Governors State University and the State of Illinois, and must be returned to FDM when no longer in use and/or when an employee separates from the University.

5. Misplaced or Stolen Keys/Swipe Cards
   1. Lockouts: If an employee locks himself/herself out of their office and requires the assistance of DPS to gain entrance more than twice per fiscal year, FDM and DPS shall assess a fee to the employee of $5.00 per request, payable to the Cashier's Office within 30 days. Unit Heads will be notified of employees that fail to pay their fees.
   2. Lost or Stolen Keys/Swipe Cards: A lost or stolen key or swipe card must be reported to the Department of Public Safety and the Unit Head within 24 hours of the occurrence. FDM, DPS, and the Unit Head will review the affected areas to determine whether a recore of locks is necessary. A deductible up to $100 may be charged at the discretion of FDM when cores, bypass keys, submaster keys, or grand master keys are involved. The Department will be responsible for any balance. Replacement keys will be issued after submission of a Service Request Form signed by the Unit Head and the payment of any deductible.