Requesting Keys:

1.       Employee requests in person. Front desk will confirm with Stacy, Pam D. or supervisor.

2.       Front desk prepares a Key Control “Key Request Form”.

3.       Front desk enters into Math Department Key Control Database and initials corner of form.

4.       Submits form to DBA and Chair for approval.

5.       Create a Physical Plant Work Request for any keys more than one per person. 

Sending the Key Request Form:

1.       After collecting signatures of DBA and Chair, timestamp the first page and pink page of form with the Out time. 

2.       Send the first page of the form via Interoffice mail to mail code 1008 Key Control. ( In emergencies, send the form over with a work study).

3.       Keep the pink and last copy in the Key Control Pending folder.

4.       Call Key Control (35674) in 2-3 days to check status of any keys in Key Control Pending folder.

Picking up Keys from Key Control:

1.       When key is ready, Key Control will call and the front desk will place a Pickup Process Slip in the requestor’s mailbox to notify and inform them of how and where to pickup their keys.

2.       When the requestor picks up keys they will be asked to sign them out at Key Control and will be given a Key Control Receipt.  This receipt must be given to the front desk (requestor can make a copy for themselves).

3.       If a receipt has not been given within a week of notification to pickup, the front desk will email the requestor for confirmation.

4.       Once the receipt is given, the front desk will scan this and the pink copy of the Key Request form to the requestor’s personnel file.

 Transferring Keys:

1.       Front desk prepares a Key Control “Key Request Form” as a transfer and asks the new owner to sign the bottom confirming the transfer of keys to their name.

2.       Front desk enters new info into Math Department Key Control Database (entering the keys under the new name and delete them from the previous owners name) and initials corner of form.

3.       Submits form to DBA and Chair for approval. Either Stacy, Pam D, or supervisor will sign confirming that this person is authorized by the department to have this key.

Sending the Key Request Form

1.       After collecting signatures of DBA and Chair, timestamp the first page and pink page of form with the Out time. 

2.       Send the first page of the form via Interoffice mail to mail code 1008 Key Control.

3.       Keep the pink copy and scan to the requestor’s personnel file.

 Returning Keys:

1.       Upon termination, the owner has to make a copy of all keys that will be returned and will leave this copy with the front desk to be stored in the Termination Clearance Pending folder and checked against the Math Department Key Control Database. 

2.       They will then personally return all keys to Key Control. Once there, Key Control will pull up the Individual Report and will check to see that all keys are returned.

3.       Key Control must sign the Termination Clearance Checklist indicating that the employee has returned or compensated for all keys.

4.       The employee will also receive a Key Control Individual Report copy indicating all the keys as being returned. The employee will make a copy of this for themselves and give a copy to the front desk to be scanned to their personnel file along with the copy of they actual keys returned and, eventually, with their completed Termination Clearance Checklist.