PLANT ADMINISTRATION

Budget

Physical Plant is budget to provide services, which maintain the buildings, grounds, roadways, utility systems, water and sewer systems and other college resources that have been accepted as permanent campus property. It is not funded to provide services which involves: self support organization; academic special events, alterations, new additions to existing facilities, and new construction are charged to special projects.

Major/Minor Construction & MRRF Project

Major and minor construction project list are develop by the University and submitted to the Board of Regents yearly. Once a major project is approved it is placed on a five year cycle. The University has to submit an update on the project each year and within the fourth year it is funded for program development and funded for construction the fifth year.

A MRRF project listing is developed yearly and submitted to the Board of Regents for review and approval. These projects are approved yearly and the funding is given to the University to make major renovations and repairs to existing facilities.

Building Access and Key Control Policy and Procedures

PURPOSE

To provide the policies and procedures for granting building access and for the issuance and control of Savannah State University building keys. The proper management of the keying systems is essential to maintaining effective campus safety and to facilitate fire protection.

POLICY

All Savannah State University employees and students share responsibility for maintaining the security of campus facilities. Concerns about facility security should be reported to the Division of Public Safety.

The Physical Plant Division is responsible for the management of the University Building Access and Key Control Program. That responsibility includes the maintenance of building access devices; the programming of electronic locks; the production, storage, and issuance of keys; the replacement of rekeying of lock cylinders; the acquisition of new keying systems; and the maintenance of accurate records.

The University Housing Division is responsible for the management of building access and key control procedures for residence halls. Students requiring access to campus facility areas other than residence halls must receive authorization through the Departmental Deans and Vice Presidents.

The University Locksmith provides all keys for University buildings. University keys are not to be reproduced, duplicated, or obtained from any source other than the Locksmith. Should an employee(s) violate this provision of the Policy, they may be subject to disciplinary action which could include termination.

Faculty and staff will be provided building access and keys on a need-for-access basis only. The number of keys issued will be kept to a minimum.

An electronic lock will be provided on one exterior door of each major building for access during periods when the building is secured. Building master keys for exterior doors will not be issued without the approval of the President.

Employees who terminate their employment or no longer need access to a specific area of building will personally return their keys to Physical Plant. Human Resources will ensure separating employees obtain key clearance from Physical Plant prior to departing campus.

DEFINITIONS

BUILDING: The Department Head is the individual responsible for approving the issuance of keys to employees within their purview of responsibility, maintaining an internal inventory of key issuance and developing other appropriate safe guards deemed necessary to secure their area of responsibility. The Department Head will ultimately be responsible to the appropriate Vice President of their respective functional division with Savannah State University.

KEY CONTROL: The central location where all University keys are issued and returned and databases are maintained concerning University keys. The Key Bank is located in the Lock Shop of the Structural Maintenance Department within Physical Plant Division. The Director of Physical Plant, will provide oversight of the keys and all key issuance and control procedures.

ELECTRONIC BUILDING ACCESS: One exterior door on each major building will be provided with an electronic lock for access during periods when the building is secured. This stand-alone battery-powered lock will be operated by a card swipe using either the faculty/staff ID cards. The Department Head will provide electronic access authorization to the Key Bank. The Physical Plant Lock Shop will program the lock.

KEY REQUEST AUTHORIZATION AND ACCEPTANCE FORM: The form to be used by all faculty and staff employees to request both building access and key issuance authorization. The form can be completed on the Physical Plant webpage and then printed. The individual’s department or unit head must approve the request before submission to the Physical Plant. If it is building entrance key it has to be signed by the President.

TYPES OF KEYS

Grandmaster Key – A key that operates multiple locks for multiple buildings. A grandmaster key will only be issued with the approval of the President. Any request for these keys must be fully justified in writing. Approved requests will be sent to Physical Plant for issuance of the appropriate key.

Master Key – A key that operates all interior doors in a single building. It may be issued to individuals working in the building with the approval of the Department Heads. These keys will not provide access to exterior doors.

Sub-Master Key – A key that operates a selected group of interior doors in a single building. It may be issued to individuals working in the building with the approval of the Department Heads. These keys will not provide access to exterior doors.

GENERAL PROCEDURES

When there is a change in the designated Department Head, the Key Bank must be notified in writing through the Vice President. Department Heads should understand that the accountable budget may be charged for replacing keys and locks, rekeying locks, or for other expenses incurred as a result of the loss or inappropriate use of keys issued.

Department Heads are to inform keyholders of their responsibilities for ensuring that keys are safeguarded, properly used, and returned to the Physical Plant upon the request of the issuing authority. Keyholders MUST be advised that if they lose a key or fail to return a key when requested, they may be required to pay for the cost incurred to rekey in the affected area to reestablish compromised security.

Physical Plant and Housing will maintain a master listing by building of all employees who are designated for electronic access and approved keyholders.

BUILDING LOCK/UNLOCK SCHEDULES

Vice President for Academic Affairs will determine the schedules for locking and unlocking buildings. All buildings will be locked by 11:00 PM and unlocked by 7:00 AM by Public Safety. Requests for exceptions should be submitted to the Physical Plant for appropriate approval based on individual building utilization schedules. The Department Head should update exceptions each semester.

BUILDING ACCESS PROCEDURES

UNIVERSITY EMPLOYEES: Faculty and staff requiring building access during periods when the building is secured will complete the Key Request Authorization and Acceptance Form. The Department/Unit Head must approve the form. The Department Head will submit the form to the Physical Plant. The Housing Office will reprogram the electronic lock within three days of the receipt of the request.

NON-UNIVERSITY EMPLOYEES: Other individuals, such as construction contractor personnel and vendors, may request access during periods when the building is secured. The responsible University employee should complete the Key Request Authorization and Acceptance Form. The form must contain the names of each individual being granted access and the termination date for this access. Both the responsible Department/Unit Head and the Department Head must approve the form. The Department Head will submit the form to the Physical Plant Service Response Center. The Key Bank will reprogram the electronic lock within three days of the receipt of the request.

STUDENTS: Students may be granted building access during periods the building is secured. The responsible University employee will complete the Key Request Authorization and Acceptance Form. The form must contain the names of each student being granted access and the termination date for this access. Student access will be automatically terminated at the end of each semester. Both the responsible Department/Unit Head must approve the form. The Department Head will submit the form to the Physical Plant Response Center. The Key Bank will reprogram the electronic lock within three days of the receipt of the request.

Department Heads shall authorize electronic access to their assigned building only. An individual’s Savannah State University Identification Card will be utilized for electronic building access. Non-University employees will be provided a special ID card for access.

Department Heads and the Key Bank will maintain a master listing of individuals authorized for electronic access to each building. Department Heads will review and revise the electronic access listing each semester. Any revisions will be provided to the Key Bank to insure accurate information is maintained in the Electronic Access System.

KEY CONTROL PROCEDURES

UNIVERSITY EMPLOYEES: Faculty and staff requiring keys to interior building areas to include office will complete the Key Request Authorization and Acceptance Form. The Department/Unit Head must approve the form. The Department Head will submit the form to the Physical Plant Service Response Center.

NON-UNIVERSITY EMPLOYEES: Other individuals, such as construction contractor personnel and vendors, may request interior building keys. The responsible University employee will complete the Key Request Authorization and Acceptance Form. The form must contain the names of each individual being provided keys and the date the keys will be returned. The Department/Unit Head must approve the form. The Department Head will submit the form to the Physical Plant Service Response Center.

STUDENTS: Students may be issued interior building keys. The responsible University employee will complete the Key Request Authorization and Acceptance Form. The form must contain the names of each student being provided keys and the date the keys will be returned. Students must return all keys at the end of each semester. The responsible Department/Unit Head must approve the form. The Department/Unit Head will submit the form the Physical Plant Service Response Center.

The requestor will be notified when the keys are ready for pickup. The requestor must personally sign for the keys at the Service Response Center. The requestor will be asked to present identification that verifies their name and identification number.

After a key is issued, the Key Bank will return a completed copy of the Key Request Authorization and Acceptance Form to the appropriate Department/Unit Head. The Department/Unit Head should review the form to ensure that no irregularities occurred during the issuance process.

A keyholder who loses a key must promptly report the loss to the Department/Unit Head. The Department/Unit Head should immediately report the loss to the University Key Bank and to the Department/Unit Head and to the Department of Public Safety. The replacement of a lost key requires preparation of a new Key Request Form.

At the end of each semester the Key Bank will send Department/Unit Head a listing of keyholders and keys currently issued within their building. The listing should be reviewed to ensure that only those persons having a need to access the spaces indicated appear on the list. In instances where the list includes names of individuals who no longer require keys to spaces concerned, the Department/Unit Head should request the keyholder return the keys to the Key Bank.

RETURN OF KEYS

RETIREMENT, RESIGNATION, OR TERMINATION OF EMPLOYMENT – Permanent Savannah State University staff and all faculty shall be required to process through the Savannah State University Check-Out procedure upon their separation from the University. This process insures that all keys are returned to the Key Bank and electronic access is deleted from the authorization data bank. The Key Bank will issue a receipt for returned keys to the keyholder. Keyholders are not relieved of responsibility for keys until they receive this receipt. A copy of the receipt will be sent to the Department/Unit Head of the spaces accessed.

TRANSFERRING EMPLOYEES – Faculty and staff who change offices within a building or transfer to a different building must return all keys to the Key Bank. The Key Bank will issue a receipt for returned keys to the keyholder. Keyholders are not relieved of responsibility for keys until they receive this receipt. A copy of the receipt will be sent to the Department/Unit Head of the spaces accessed. To obtain keys for the new space, a Key Request Authorization and Acceptance Form must be completed, approved, and submitted in accordance with the above procedures. Department should submit a request to the Key Bank to have the individual's electronic access authorization changed as appropriate.

REKEYING

Locks may be rekeyed to reestablish security. Requests for rekeying should be initiated by the Department Head and /or Unit Head. Approved requests should be sent to the Physical Plant Service Response Center. The cost of rekeying will be borne by the requesting department unless the appropriate Vice President approves other arrangements. If a keyholder loses a key or fails to return a key to the Key Bank, the keyholder may, at the discretion of the appropriate Vice President, Dean, Director of Department Head, be charged, in part or entirely, for the cost of rekeying to reestablish security in the affected area. The Department Head and/or department representative should contact the Controller’s Office to determine the procedure to affect the charge.

EMERGENCIES

The Public Safety Department should be contacted for emergency access to a building during periods the building is secured. The Public Safety Department shall have the discretion to make decisions regarding emergency access to buildings. During normal working hours, the Department Head, of the person having administrative jurisdiction over the space, should be contacted.

FORMS

The following forms are used in the issuance and accountability of University keys:

1. Key Request Authorization and Acceptance Form (PDF File) –

2. Receipt for Returned Keys

3. Electronic Building List

4. Building Lock/Unlock Schedule