About Key Control

Purpose (Policies)

The purpose of the Key Control Policies herein is to provide the necessary safeguards and security to protect the people, property, and space of SIU. This policy provides the guidelines and procedures for maintaining control of the key(s) and electronic access credentials used to access SIU spaces. The objectives of this policy are to provide an official procedure in the control of space that will lead to a greater security in the manageent of space, the protection of equipment, and the prevention of unauthorized entry. The major objectives are to reduce the number of master level keys and limit the number of keys and limit the number of keys to exterior facility entrances.

This policy shall extend to all Southern Illinois University Carbondale (SIU) facilities, including the Carbondale Campus, the Coal Research Center, and University Farms property. A key control program can be considered as only a small part of the total effort required to provide the necessary security for SIU. To be successful, it requires the understanding and cooperation of all users of University space. Each key holder has the responsibility to exercise caution and care in the space allocated to them. Unauthorized entry impedes research and results in equipment thefts. Therefore, earnest attention to security is required by the total Campus community. Every effort should be made to minimize after-hours access to SIU facilities unless absolutely necessary to carry out the educational and research mission of the University.

Preserving the safety of SIU buildings and equipment should be of high priority for all students, staff and faculty.

Authority and General Policies
1. SIU Key Control, a division of Facilities & Energy Management, will issue all keys and provide all locksmithing services to SIU property.
2. Key Control will maintain a computerized record keeping system of all SIU's issued and recovered keys. All keys issued remain the property of SIU.
3. All individuals must consider that effective key control guidelines require rooms to be kept locked when not in use or vacated. The keying system or lock mechanism can't be stronger than the practices of the department it protects. It is the responsibility of the key holder to ensure that their space is secure when they leave, whether during the day or at night. Securing a space includes the closing and locking of windows.
4. Possession of an authorized key does not connotate permission to be in a building except as provided by the Department of Public Safety (DPS). A security pass, obtained from DPS, must be in the possession of each person inside the University's facilities after normal business hours. DPS can be contacted at 453-3771 (3-DPS1) to complete the appropriate process to obtain a security pass.
5. Person, business, or department authorized to possess SIU key(s) are not allowed to make additional copies of their key(s). Such action is considered a breach of SIU security and may result in disciplinary action and/or criminal prosecution.
6. Key Control staff and/or SIU Department of Public Safety (DPS) are authorized to seize any unattended SIUC key(s) or unauthorized duplicates of SIU key(s). Unauthorized duplicates will be held as evidence while the appropriate disciplinary or criminal actions are taken.
7. Personal locks or hardware should not be used on SIUC owned or controlled areas. Only authorized locks and/or hardware obtained through Key Control are allowed to control access to SIU owned or controlled areas. All unauthorized personal locks and/or hardware will be removed immediately at the expense of the responsible party. SIU will not be responsible for any cost associated with unauthorized lock or hardware replacement. Persons responsible for unauthorized personal locks and/or hardware may be subject to disciplinary action and/or criminal prosecution.
8. SIU departments are responsible for providing their personnel with key(s) and educating users on the Key Control policies and procedures contained in this document. When a key is issued, the recipient shall be advised by their department that possession of SIU key(s) does not give them permission to access a facility after hours unless they have been issued a valid security pass issued by the Department of Public Safety. DPS can be contacted at 453-3771 (3-DPS1) on how to obtain a security pass.
9. Departments may not be in compliance with Key Control's policies if:
  1. Building security checks indicate an excessive number of unauthorized people in the building after hours as a result of unauthorized use of issued key(s).
  2. An excessive number of unlocked doors found during after hours security checks to a building and/or area within a department's control.
10. DPS and Facilities & Energy Management maintenance personnel will have access to all spaces on Campus except for spaces secured with restricted access cores. Only DPS and the department occupying the space will have access to spaces secured with the restricted access core.
11. SIU assumes no responsibility for any items of a privately owned nature brought into University space. This will include, but is not limited to furniture, computers or other office equipment, tools, instruments, wall hangings, or display items.
Key Request and Key Issuance
1. Positions with the ability to authorize a key request or lock re-core, called Primaries include the:
  1. President, Chancellor, Vice Chancellors, Executive Directors, Deans/Directors, Chairpersons/Department Heads, Fiscal Officers.
2. Primaries are responsible for determining the need, authorizing all requests for key(s) and/or core changes, and implementing and maintaining a system for tracking all key(s) received by them for their respective areas.
3. Primaries may designate another person, referred to as Secondaries, within their department to be responsible for issuing and/or accounting for SIU key(s) within their area.
4. While there may be more than one Primary, there may be only one Secondary per department.
5. An original Primaries or Secondaries signature on a Key Control Work Request Form signifies the approval of their employing department's Fiscal Officer to perform the requested Key Control services.
6. Key Control reserves the authority to refuse any key and/or re-core based upon the information provided with the request. Key Control also has the right to refuse to issue keys or perform Key Control services they deem not to be in the best interest of SIU for security reasons. Departments may make their first level of appeal to the Director of Facilities & Energy Management.
7. Except for the Primaries and Secondaries, no individual may have two or more of the same key(s) issued in their name (see Section 4 "Spare Keys").
8. A properly completed and signed Key Control Work Request Form must be submitted to Key Control before any work can be performed. This form must contain the required information and signatures before it will be processed and completed. Forms may be submitted via fax, email, or campus mail.
9. Only the Primaries, Secondaries, or key holder may pick up key(s) at Key Control. The portion of the Key Control Work Request form designated for the key holder's signature must be signed before Key Control will turn over possession of the keys. SIU Transit Service operation can be utilized by departments to pickup and deliver keys between Primaries, Secondaries, and the key holder.
10. Key Control reserves the right to conduct unscheduled reviews of all department keys and records if they think SIU's Key Control policies are not being complied with by an individual or department.
11. Keys will not be issued to persons that are not faculty, staff, or students of SIUC. When the need arises for a non-SIU affiliated person to gain after-hours access to a facility, the request should be coordinated with Key Control. Key Control will determine the most efficient and secure method to provide facility access.
Key Return and Recovery
1. When a key holder separates from SIU for any reason (e.g., graduation, resignation, termination, retirement, etc.) all key(s) must be returned to Key Control or the department that approved the issuance of the key on or prior to the last day of employment. The department that approved the issuance of the key to the key holder is responsible for ensuring the key is retrieved and no longer in the key holder's possession upon their separation from SIU. If a key is returned to Key Control, a key receipt will be issued to the key holder and/or department indicating the key(s) have been returned and the key holder or department is no longer responsible for it.
2. SIU reserves the right to withhold transcripts and/or payments owed to the key holder until all key(s) are properly returned or accounted. A key holder failing to return key(s) may be subject to criminal prosecution for theft of SIU property.
3. Departments are financially responsible for any costs associated with replacing lost/misplaced key(s), locks, or re-coring that may be needed as a result of their students or staff losing key(s).
Spare Key(s)
1. It may be necessary for some departments to keep a limited number of key(s) stored on site at their department for temporary check-out purposes.
2. On site storage of key(s) is only allowed in Key Control approved key boxes. These key boxes can be purchased from Key Control and are securely installed to a wall or floor by Physical Plant carpenters. The key box shall be mounted in a locked room, an individual's office, or preferably a closet out of sight. On site storage shall be restricted to those sites approved by the Executive Director of Administration.
3. Request for spare key(s) to be issued on a temporary basis will be issued in the Primaries or Secondaries name only. Only individual office key(s) are allowed to be stored as spares. Key(s) that allow access to multiple spaces are not allowed to be stored at the departmental level.
4. Each department shall implement a tracking and accounting method for any requested/issued spare key(s). The records will include at least the key holder's name (person the key is issued to) and their AIS number, the key's code and serial number, date requested, date returned to department, and the key holder's phone number and address.
Record Keeping and Audits
1. Centralized computer record systems will be maintained by Key Control to include the ability to track the assignment of all key(s) for SIU property. This system will contain the key holder's name, AIS number, department, key code, key serial number, date of issuance, and date of return.
2. All Primaries and Secondaries will keep records for each key holder in their department showing date of issue of the key from the Primaries or Secondaries to the key holder and the date of return.
3. All departments are responsible for coordinating an annual audit of their internal records with Key Control's records to verify that all assigned key(s) are accounted for and not in the possession of people no longer affiliated with SIU.
Found Key(s)
1. The following procedure should be followed when SIU key(s) are found or discovered to be unsecured:
2. Contact Key Control at 453-5109 during normal business hours (7:30 a.m. - 4:00 p.m., M-F). Contact SIU DPS at 453-3771 (3-DPS1) after normal business hours.
3. Key Control or DPS staff will respond to pick up the key(s). If the key(s) are picked up by DPS personnel, they will notify Key Control at the beginning of the next working day.
4. Key Control will determine which department the key(s) belong to and contact the department's Primaries and Secondaries in order to arrange for the key holder to pick them up.
Lost or Stolen Key(s)
1. Lost or stolen key(s) are given the highest priority amongst Key Control's daily tasks. The following procedure should be followed when SIU key(s) are determined to have been stolen or they cannot be accounted for:
  1. Contact Key Control at 453-5109 during normal business hours (7:30 a.m. -- 4:00 p.m.,M-F). Contact SIU DPS at 453-3771 (3-DPS1) after normal business hours.
  2. Once Key Control is notified, they will determine what key(s) are missing and what level of access can be gained with the key(s). Once this information has been determined, Key Control will work with the department and DPS to determine the quickest, most efficient way to secure the SIU's facility(s).
Coring and Re-coring of Locks
1. It is generally the responsibility of each department, working in conjunction with Key Control staff to determine how they would like their departmental locks cored. However, the final determination of access levels and coring combinations is the responsibility of Key Control staff.
2. Designated exterior doors have unique key(s). Interior key(s), including building masters and suite masters may not pass through exterior doors. If a key to a departmental space is lost or stolen the area must be re-cored. Exceptions require a waiver from the Executive Director of Administration.
3. No more than two departmental or suite master key(s) may pass through any given door or area. No more than two different key combinations may pass through any given lock. This is specifically directed at the lock coring practice of "Maison keying" that permits a lock to be opened with a number of unique, individual key.
4. Parts may not be left out of any lock to enable convenience keying. Convenience keying is defined as the modification of components in a lock for the purpose of allowing a large number of keys to open the lock.
5. Master pinning may not be left out of any SIU lock. Exceptions require approval by the PSO Associate Director of Facilities and must be requested in writing.
Limited Access Cores
1. Limited access cores are defined as cores that are unique to the space being accessed and exclude all building and suite master keys. Grandmaster keys, typically possessed by senior level University administrators, Facilities & Energy Management maintenance personnel, and Department of Public Safety personnel will still have access.
2. Limited access keyways may only be used for high security areas.
3. Limited access keyways must be justified and approved by both the Chair or Director of the Department occupying the space, the Dean whom the space is assigned, and PSO Associate Director of Facilities.
4. A space must meet one of the following requirements to be considered for a limited access core:
  1. Where the entry of authorized person will expose apparatus or equipment to change, disturbance, or unauthorized removal, or
  2. Where the entry of an unauthorized person would expose inventory or commodities to unauthorized removal.
5. The limited access core is a temporary assignment. Normally, the assignment will be for such a time as needed for high security in the space. At the end of this time the normal building core will be reinstalled. An annual review of limited access cores will be conducted by Key Control.
6. Because the limited access core excludes Facilities & Energy Management Building Service personnel, the department occupying the space with the limited access core is responsible for making alternative arrangements with Building Services to have the space regularly cleaned. These alternative arrangements may result in additional costs being charged to the department.
Restricted Access Cores
1. Restricted access cores are defined as cores that are unique to the space being accessed and exclude all master key(s) except those carried by the Department of Public Safety (DPS) personnel. Facilities & Energy Management is assigned a restricted key for each designated restricted access space and these keys are secured at the Facilities Operations Center (FOC). This key must be signed out at FOC for use if maintenance is required in a space keyed to a restricted core. The key must be returned to FOC at the end of each normal business day and is not allowed to be checked out overnight without the permission of the Director of Facilities & Energy Management. Restricted access keying excludes Building Services so the department may incur additional charges if special cleaning arrangements have to be made. Because restricted access limits access so severely, Vice Chancellor of Administration & Finance approval is required prior to installation of these cores.
2. To be eligible for consideration for a restricted access core the following must be demonstrated or justified:
  1. Where the entry of authorized person will contaminate or otherwise entirely negate the research in progress, or
  2. where the unauthorized entrant may find themselves subject to burns, electric current explosion, or other bodily harm, or
  3. where the unauthorized entrant may readily subject themselves to a communicable disease, or
  4. where a federal grant specified a restricted access core because of the delicacy of the research involved or threat of danger to unauthorized entry.
  The restricted access core is a temporary assignment. It will be assigned for the duration of the research of the federal grant or other authorized special use. At the end of the program the restricted access core will be replaced with the normal facility core for that space. There will be a annual review of all restricted access cores issued. Departments may incur additional maintenance and cleaning expenses if work cannot be accomplished by normal means and methods due to a space being locked with a restricted access core.
3. Facilities & Energy Management personnel are allowed access to all spaces on campus to perform routine cleaning and maintenance unless the space is secured with a restricted access core. Facilities & Energy Management personnel may be restricted from spaces for security or safety reasons as deemed appropriate by the Vice Chancellor of Administration & Finance. In such cases where normal access for Facilities & Energy Management personnel has been limited, Facilities & Energy Management personnel may still enter as required to resolve emergency maintenance issues that are, or will, result in significant damage to SIU equipment and/or facilities. Access in these situations will be provided and monitored by DPS personnel.
Electronic Access System
1. SIU is migrating towards the utilization of electronic based access as the primary means by which to access the exterior doors of SIU facilities. Electronic access is also utilized periodically on interior doors when appropriate. Access is granted to these doors via the use of electronic proximity credentials (credential) issued by Key Control. Credentials can be purchased in the form of key fobs, wallet-sized cards, or stickers, whichever is preferred by the department for convenience. Examples of each of these credentials are available at Key Control.
2. Electronic credentials can be deactivated immediately by contacting the Key Control office (453-5109) during normal business hours or FOC (3-FOC1) after normal business hours. If a person resigns from a department, Key Control should be contacted so the electronic credential can be temporarily deactivated and transferred into the name of the Primary or Secondary. When the electronic credential needs to be reused the process should be reversed.
3. The policies and procedures for the issuance, tracking, and returning of credentials are generally equivalent to the procedures for key(s) as defined in previous sections of this document.
4. Credentials issued to students and graduate students will automatically expire (be disabled in the electronic access system) one year from the date of issuance unless otherwise authorized by the Primaries or Secondaries. Credentials issued to full-time faculty and staff will not have an automatic expiration date unless specifically requested by the PKD or Secondaries.
Grand Master Keys
1. A grand master key is defined as any single key that allows access to all or most of the spaces in multiple SIU facilities. Grand master keys are not frequently issued and require the approval of the Vice Chancellor for Administration & Finance due to the security implications should one be lost or stolen. Typically, grand master keys are only approved for senior level administrators and Facilities & Energy Management maintenance staff. A person requesting grand master keys must be able to state specific reason(s) why they need to be issued such a key.
2. To request a grand master key, departments follow the same procedures for requesting a standard key as defined in Section 2 "Key Request and Key Issuance." Upon receiving the request, Key Control will forward it to the Director of Facilities & Energy Management who will coordinate the review with the Vice Chancellor for Administration & Finance.

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