Acquisition of Keys and Key Control Policy

Responsible Executive: Executive Vice President for Business and Finance

I. PURPOSE

Requesting and issuing of keys to Motlow State Community College (Motlow State) faculty and staff.

Office door and other door keys are issued on a need-to-have basis to faculty and staff from the Assistant Director of Facilities through the employee’s Department Head.
1. Employees may apply for keys by requesting them via email to their Department Head. If approved by the Department Head, the request is then sent to the appropriate Executive Vice President (EVP).
2. Once approved by the appropriate EVP, the email is forwarded to the Assistant Director of Facilities Services and the Facilities Administrative Assistant to have the key processed and ready for the employee to receive once the employee signs for the key.
3. When employees relocate offices or campuses, keys to the vacated space/campus should be returned to the Assistant Director of Facilities Services at the time the employee receives the keys for the new space/campus.
If a Grand Master key is being requested, the appropriate EVP shall forward the request to the President for approval. Once approved by the EVP and the President, the email is forwarded to the Assistant Director of Facilities Services and the Facilities Administrative Assistant to have the key processed and ready for the employee to receive once the employee signs for the key.
Keys for securing cabinets, closets, desks, filing cabinets, etc., within a division are the responsibility of that division. The appropriate Department Head should have a copy of each key for such equipment within the department if an extra key is available.

Control of Motlow State keys is a serious responsibility.
1. Keys should not be duplicated, loaned to students or other unauthorized personnel, or identified with name tags or other means which would facilitate their use in the event of their loss.
2. Keys to cabinets and other equipment are controlled and issued by organizational elements of Motlow State and should be safeguarded as are building keys.
3. The loss of keys should be immediately reported to the immediate supervisor and the Assistant Director of Facilities Services.
4. When employees are separated from Motlow State, keys must be returned to the immediate supervisor or Assistant Director of Facilities Services as outlined in Appendix A of Policy 5:00:00:01 Separation Procedures.

January 12, 2009; approved by the Leadership Council on October 28, 2016

Revised: April 20, 2023

Institutional Oversight Committee Approved: August 17, 2023

President’s Cabinet Approved: August 30, 2023

Effective Date: October 28, 2016; August 30, 2023