Key Control Policy

Purpose

McNeese State University’s Key Control Policy is established to ensure accountability for access to University facilities, promote campus security, and minimize the risk of property loss or unauthorized access. Any waiver of this policy requires written approval from the University president.

Policy and Procedures

The Office of Facilities and Plant Operations is responsible for administering the University’s key control plan. This includes oversight of all key issuance, tracking, and return procedures.

The term “key(s)” includes all physical keys as well as electronic access methods, such as swipe cards, proximity cards, and biometric devices.

Key Control Rules

• Keys may not be loaned, transferred, altered, or duplicated.
• Duplicate keys are discouraged. If necessary, justification from a dean, director, or higher authority is required.
• A new key agreement is created for each request. Multiple releases of a single key are tracked on one agreement, signed by the appropriate supervisor.
• Campus grandmaster keys are not assigned to individuals and are used only in emergencies by authorized personnel.

Key Issuance to University Employees

• Keys are issued only to McNeese State University employees with documented approval from the employee’s department head or supervisor.
• A completed and approved Key Request Form must be submitted to the Office of Facilities and Plant Operations for review and processing.
• Once approved, the Office of Facilities and Plant Operations will notify the employee when keys are ready for pick-up.

To receive key(s), the employee must:

1. Present a valid McNeese ID or driver’s license.
2. Review and sign the McNeese Key Agreement in person.

Return of Keys

Employees must return all University-issued keys under the following circumstances:

Employee Separation:

• Keys must be returned to the Office of Human Resources and Student Employment during the exit process before final paycheck release.
• Keys should never be given to a supervisor or incoming employee.
• A $25 fee per unreturned key will be deducted from the final paycheck for keys covered under a signed agreement.

Transfer to Another Department:

1. Keys from the previous department must be returned to the Office of Facilities and Plant Operations.
2. A return receipt will be provided for the employee’s records, serving as proof of return.

Administrative Leave:

Keys must be surrendered to Office of Human Resources and Student Employment before the leave begins.

No Longer Needed:

Employees should return unused keys directly to the Office of Facilities and Plant Operations.

Access Records and Inventory

The Office of Facilities and Plant Operations will maintain:

• Up-to-date records of issued and returned keys.
• A key-tracking database with key ID numbers for auditing purposes.
• Documentation of an annual physical key inventory.

Key Replacement and Duplication

Lost or Stolen Keys

• Employees must report lost keys to their supervisor within 40 business hours and submit a new Key Request Form.
• Stolen keys must be reported immediately to McNeese Police and the employee’s supervisor.
• If a key is lost or stolen, the department head and supervisor, in consultation with McNeese Police and the Office of Facilities and Plant Operations, will assess the security risk and determine if rekeying is necessary.
• Departments are responsible for all costs associated with rekeying and issuing replacement keys.

Damaged Keys

Broken or worn keys (both parts must be presented) will be replaced at no cost.

Replacement Fees

Depending on the level of access the lost key provided, replacement fees range from $25 to several thousand dollars.

Key Issuance to Students

Students may receive a key only if:

• They are leaders of a recognized student organization with office space on campus.
• The sponsoring department head or organization advisor submits an approved Key Request Form and assumes joint responsibility.
• Both student and sponsor sign a Student Key Agreement.

Once the student no longer requires access, the sponsoring employee must retrieve the key and return it to the Office of Facilities and Plant Operations.

Note:
In most cases, students—including graduate assistants—should not be issued keys unless exceptional circumstances exist. If a student is issued a key outside of policy, the issuing department assumes full responsibility, including any replacement costs.

Annual Key Inventory

• The Office of Facilities and Plant Operations will coordinate an annual physical inventory of all keys.
• Employees must verify key ID numbers using the Annual Key Inventory Form.
• Any unlisted or unneeded keys should be reported and returned accordingly.

Communication

This policy is distributed via the University Policies webpage.