Key Control Policy

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Approved by: President's Cabinet

Original Date Effective: 2019-08-28

Last Modified: 2023-11-20

Jackson State Community College’s (JSCC) key control policy is established to further management’s commitment to providing safe environments on each of JSCC’s campuses.  This policy outlines processes to be followed by employees and contractors/vendors for access to buildings, classrooms, offices, and/or any additional campus spaces issuing the key/access device-management system inventory of access devices.  Employees will be granted access according to individual needs.

 

Key/Access Device Requests

  • The key request/access approval process begins with the user requesting access from his/her jWeb account. From jWeb, select the Work Actions tab, and under Work Orders, select Key Request.  Once submitted, the request will follow the chain of command, beginning with the Department Director/Dean, Division Vice President, Physical Plant Director, and Vice President of Finance and Administrative Affairs. Once approvals are complete, the request system generates a work order for the key/access device to be issued. Maintenance will cut the requested key, and the requestor must sign for the key.
  • Key issuance guidelines are listed in the following table:

 

Key Type

Description

Issued to by Position

ASSA Grand Master

Exterior Door Key to All Buildings

·   President

·   Campus Police

·   Vice President Academic Affairs

·   Vice President Financial & Administrative Affairs

·   Vice President of Student Services

 

Grand Master

 

Interior Door Key to All Buildings

·   President

·   Vice President Academic Affairs

·   Vice President Financial & Administrative Affairs

·   Vice President of Student Services

·   Executive Assistant to the President

·   Physical Plant Director

·   Campus Police

·   Maintenance Personnel

·   Grounds Personnel

·   Custodial Supervisor

Building Master

Interior Door Key to Respective Building

·   Executive Secretary to the Vice President of Academic Affairs

·   Executive Secretary to the Vice President of Financial & Administrative Affairs

·   Executive Secretary to the Vice President of Student Services

·   Academic Deans to academic areas

·   Academic Secretaries to academic areas

·   Physical Plant Secretary

·   Custodians (only during shift)

Room Key

Interior Door Key to Specific Room

·  Directors to respective areas

·  Secretaries to respective areas

·  Faculty/Staff

·  Adjunct Faculty

Employees who supervise more than one keyed area will receive key/access assignments for all areas under their immediate supervision.

 

  • The jWeb key request process will be used for all key/access assignments.
  • Only personnel with definite and consistent need to multiple/secure areas should be granted master key access. A higher-than-normal level of authorization is warranted for approval of all ASSA outside building master keys, grand master keys, and building master keys.
  • Each key/access device will be provided only to the employee for whom it is assigned, and the recipient will sign/acknowledge acceptance of the key/access device.
  • The key agreement forms will be maintained by the Physical Plant department, allowing them to be readily retrievable for updates, monitoring, auditing, or separation of employment.
  • The employee checkout/exit or transfer process should require returning all keys/access devices. The Physical Plant department’s physical management access system inventory should then be updated for the employee's new status and each key/device.
      1. For full-time staff, faculty, etc., position transfers, or employment separations, all key/access devices should be turned into the Office of Human Resources.
      2. Supervisors of adjunct faculty or part-time employees assigned key/access devices should collect all key/access devices and return them to the Office of Human Resources.
      3. The Office of Human Resources will return all key devices to the Physical Plant.
  • Documentation for authorizing and issuing the key/access device, acknowledgment by the recipient, and the timely return of the key/access device will be kept on file in the Physical Plant. Documentation may include email approval confirmations, the recipient’s information, purpose, return date, and a signature of acknowledgment of the key/access device.
  • When there is a business need for vendors or contractors to be assigned or loaned a key/access device temporarily, the institution will obtain proper approval from the chain of command beginning with the department director/dean, division vice president, physical plant director, and vice president of finance and administrative affairs. The process will be taken case by case due to the small need.

Physical Access Management System

  1. The physical access management system will be maintained and include an inventory of all campus keys or similar access devices (fobs, cards, codes).
  2. The procedures result in an inventory that accurately and timely captures the assignment, transfer, return, or other disposition of all keys/ access devices.
  3. Responsibility for maintaining the system is assigned to the Physical Plant department.