19 Key and Lock Control Procedures PURPOSE/SCOPE These guidelines have been designed to establish uniform key and lock control procedures for the management of keys and locks issued by the District. These procedures apply to all locations and activities within the Tehachapi Unified School District (TUSD). OBJECTIVES In addition to establishing key and lock control, the objectives of these procedures shall be as follows: 1. To minimize the number of keys issued in order to secure TUSD property. 2. To deter theft of TUSD property. 3. To complement the intrusion alarm system (Sonitrol) installed in TUSD buildings. RESPONSIBILITIES 1. The Director of Maintenance, Operations & Transportation (MOT) shall be considered the Key Custodian at the district level. 2. The Principal is responsible for the security of the school building(s) and contents. The need for strict key control and accountability is therefore required. The Key Custodian at the site level is the Principal or designee, typically the Secretary or Vice Principal s Secretary. 3. The District employee, to be personally and monetarily responsible for the key or keys received will, if necessary, reimburse the District in accordance with the following fee schedule: Room keys... $25.00 Sub-Master keys... $100.00
KEY CONTROL School master keys... $250.00 District master key... $500.00 Keys shall be issued to employees and receipted on the Key Agreement Form. The form shall be retained by the site Key Custodian and made available to the Maintenance & Operations Department as needed. 1. Issuance of a master key shall be limited to the following: Principal, Vice Principal, Principal s Secretary, Vice Principal s Secretary in charge of Facilities, and Custodians. 2. Spare master keys will not be authorized. One spare key per room will be kept in an approved key cabinet at each site. Loss or theft of key(s) must be reported to the Maintenance & Operations Department immediately. 3. Generally, master keys will not be issued to any individual unless provided for in this procedure. Requests for exceptions should be completed using the Key Request Form. Only with District Office approval will a master key be provided. 4. All master keys shall be the responsibility of the individual to whom issued, and shall NEVER be loaned out to any other person. 5. Keys shall not be issued to anyone who is not a member of the school staff. Key requests for non-employees must be completed using the Key Request Form and approved by the Superintendent or Designee. 6. Teachers will be assigned keys to rooms they occupy on a yearly basis. At the end of the school year all keys assigned to all teachers will be turned into the site Key Custodian for proper security during summer vacation. 7. Keys must never be given to students under any circumstances to open areas of the school sites. 8. Substitute teachers will be given a key for the room in which they are assigned. The key must be returned to the site Key Custodian when the assignment is complete. 9. Substitute classified staff will be given a key if required. Keys must be returned to the site Key Custodian or dropped in the key control dropbox when the assignment is complete.
REQUEST FOR ISSUE OF KEYS OTHER THAN FOR ASSIGNMENT Request for keys shall be placed on a Key Request Form with the name of the person the key is to be issued to and the reason for the issue. The Key Request Form should be signed by the Principal and forwarded to the Director of MOT for review. The Director of MOT will review and after positive consideration, will issue the key to the Principal or the individual. If the request is for a master key, the request must be approved by the Superintendent or designee. The Director of MOT shall issue the key(s) to the individual who will sign that they are receiving the key(s), understand the significance of the District s key(s) in his/her possession and will reimburse the District in the event of loss or compromise of a key. RECORDS The completed Key Agreement Forms and Key Request Forms shall be maintained by the site Key Custodians in a secure notebook. A copy of this procedure shall also be maintained in the secure notebook. The secure notebook shall be in a designated place at each site. DUPLICATION OF KEYS All keys shall be made by the Maintenance & Operations Department. Under no circumstances shall a key be duplicated without joint written authorization from the Director of MOT and the Superintendent or designee. Any badly worn or broken key will be replaced on an exchange basis. Keys lost or stolen are to be reported immediately. Legal Restriction on Possession and Duplication of Keys: Any person who knowingly makes, duplicates, causes to be duplicated, or has in his/her possession any key to a building or other area without authorization and with knowledge of the lack of such authorization, is guilty of a misdemeanor (Penal Code, Chapter 1090 Section 469, 1970 Statutes). REQUEST FOR RE-KEYING LOCKS Any request to re-key a lock at any site should be submitted to the Maintenance & Operations Department for approval. Upon approval, and with funding secured, the Director of MOT will authorize the re-keying.
AFTER SCHOOL USE BY NON-SCHOOL GROUPS Upon receipt of the approved Use of Facilities request, the Principal will designate an employee to open the buildings required for use. This employee is to be in charge during after-hours school use, and responsible to close the building after use. This school employee in charge of the buildings or grounds is empowered to take all reasonable means to enforce the regulations pertaining to the use of school property.
Key Agreement Form I have been issued a key for a school or building owned by the Tehachapi Unified School District. I agree to the following conditions until this key is returned to the Principal or Key Custodian of the Tehachapi Unified School District. 1. THIS KEY WILL NOT BE DUPLICATED 2. THIS KEY WILL NOT BE LOANED OR TRANSFERRED 3. I WILL REPORT LOST KEYS IMMEDIATELY TO THE PRINCIPAL OR KEY CUSTODIAN. I understand that appropriate action, including invoicing for lost keys, may be taken if I fail to meet all the conditions of this agreement (Room keys $25.00, Sub- Master keys $100.00, School master keys $250.00, District master key $500.00). I also understand that I will return this key(s) when I leave the employ of the Tehachapi Unified School District, when I have no further use for the key(s) or will return it on demand. Employee: Title: Location: Opens: Key Control Number Core Number: Date Issued: Issued By: Employee Signature: Date Key Returned: Returned To: Returned By (Signature):
KEY REQUEST FORM Date: Name: Position: Site: Access Requested: Reason for Request: If you need access to additional doors on a regular basis, please specify location and reason for the additional access: 1. 2. 3. 4. Principal Signature* *Key Request Form will not be processed without Principal s signature. Date Director, MOT Signature Date Superintendent/Designee Signature Date