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Key Control Policy

Approved by: Allana Hamilton

Original Date Effective: 2019-08-28

Jackson State Community College's (JSCC) key control policy is established to further management's commitment of providing safe environments on each of JSCC's campuses. This policy outlines processes to be followed by employees and contractors/vendors for access to buildings, classrooms, offices, and/or any additional campus spaces, and to maintain a physical access management system inventory of access devices. Employees will be granted access according to individual need.

  1. 1. Key/Access Device Requests
    1. a. The key request/access approval process begins with the user requesting access from his/her jWeb account. From jWeb, select Work Actions tab, and under Work Orders select Key Request. Once submitted, the request will follow chain of command beginning with the Department Director/Dean, Division Vice President, Physical Plant Director, and Vice President of Finance and Administrative Affairs. Once approvals are complete, the request system generates a work order for the key/access device to be issued. Maintenance will cut requested key and requester must sign for the key.
    2. b. Key issuance guidelines are listed in the following table:
      1. ASSA Grand Master
        Exterior Door Key to All Buildings
        • President
        • Campus Police
        • Vice President Academic Affairs
        • Vice President Financial & Administrative Affairs
        • Vice President of Student Services
        • Vice President of Student Success & Institutional Effectiveness
      2. Grand Master
        Interior Door Key to All Buildings
        • President
        • Vice President Academic Affairs
        • Vice President Financial & Administrative Affairs
        • Vice President of Student Services
        • Vice President of Student Success & Institutional Effectiveness
        • Executive Assistant to the President
        • Physical Plant Director
        • Campus Police
        • Maintenance Personnel
        • Grounds Personnel
        • Custodial Supervisor
      3. Building Master
        Interior Door Key to Respective Building
        • Executive Secretary to the Vice President of Academic Affairs
        • Executive Secretary to the Vice President of Financial & Administrative Affairs
        •  Executive Secretary to the Vice President of Student Services
        • Academic Deans to academic areas
        • Academic Secretaries to academic areas
        • Physical Plant Secretary
        • Custodians (only during shift)
      4. Room Key
        Interior Door Key to Specific Room
        • Directors to respective areas
        • Secretaries to respective areas
        • Faculty/Staff
        • Adjunct Faculty
      Employees who supervise more than one keyed area will received key/access assignments for all areas under their immediate supervision.
    3. The jWeb key request process will be used for all key/access assignments.
    4. Only personnel with definite and consistent need to multiple/secure areas should be granted master key access. A higher than normal level of authorization is warranted for approval of all ASSA outside building master keys, grand master keys, and building master keys.
    5. Each key/access device will be provided only to the employee for whom it is assigned, and the recipient will sign/acknowledge acceptance of the key/access device.
    6. The key agreement forms will be maintained by the Physical Plant department, in a manner that allows them to be readily retrievable for updates, monitoring, auditing or separation of employment.
    7. The employee checkout/exit or transfer process should require the return of all keys/access devices. The Physical Plant department's physical management access system inventory should then be updated for the new status of the employee and each key/device.
      1. For full time staff, faculty, etc., position transfers or employment separations, all key/access devices should be turned into the Office of Human Resources.
      2. iSupervisors of adjunct faculty or part-time employees, who are assigned key/access devices, should collect all key/access devices and return to the Office of Human Resources.
      3. iiThe Office of Human Resources will return all key devices to Physical Plant.
    8. h. Documentation for authorizing and issuing the key/access device, acknowledgement by the recipient and the timely return of the key/access device will be kept on file in Physical Plant. Documentation may include email approval confirmations, recipient's information, purpose, return date, and a signature of acknowledgement of the key/access device.
    9. i. When there is business need for vendors or contractors, to be assigned, or loaned a key/access device on a temporary basis, the institution will obtain proper approval from chain of command beginning with the department director/dean, division vice president, physical plant director, and vice president of finance and administrative affairs. The process will be taken case by case due to the small amount of need.

    2. Physical Access Management System

      1. The physical access management system will be maintained and will include an inventory of all campus keys or similar access devices (fobs, cards, codes).
      2. The procedures result in an inventory that accurately and timely captures the assignment, transfer, return, or other disposition of all keys/ access devices.
      3. Responsibility for maintaining the system is assigned to the Physical Plant department.