Key Issuance Policy | SCC

Key Issuance Policy

Division: Operations
SCC Policy Number:
Issued: 7/23/2015
Approved SCC President/CEO: 1/25/2019
Reference KCTCS Policy: 



In order to protect the privacy and safety of the employees, the following policies and procedures will be enforced concerning the issuance and use of keys at Somerset Community College:

To request a key(s), an emplyee must complete a Key Request Form and sign the Key Agreement Policy.  These are forwarded to the Manager of Operations to obtain approval and issue keys.

  • Keys will be issued to regular employees of the College and will be limited to buildings, offices, furniture, and equipment assigned to that employee. Keys to laboratories will be issued only after approval from the appropriate lab supervisor. Temporary employees will be issued keys only under unique circumstances for a specified time.
  • Keys must be assigned to an individual employee, not a department.
  • Employees will not give or loan their keys to anyone, nor will they reproduce or re-issue any key.
  • The key request form must identify the key needed and an explanation of why the key is required. The request must be signed by the department head and approved by the Chief Operations Officer.
  • Employees must notify the Operations Division (Manager of Operations, Chief Operations Officer and/or designated person[s]) of any lost keys. The cost to re-issue a key will be $20. This charge is the responsibility of the individual employee, not the department.

All keys are to remain the property of Somerset Community College and must be returned if:

  • Requested by an appropriate supervisor.
  • Employee transfers to another office or building.
  • Employee is terminated, retires, or resigns.

Human Resources will be notified of unreturned keys. Department heads and supervisors should assist with collection of keys for employees leaving their respective areas. All keys should be returned to the Operations Division (Manager of Operations, Chief Operations Officer and/or designated person[s]).


I (Print Name) _________________________________do hereby request the following keys to Somerset Community College.  These keys are for my personal use, will not be duplicated, and will be used only by myself in connection with my employment.


Campus                   Building                Room #           Reason















__________________________________                    ________________________________

          Applicant Signature                                             Supervisor Signature


___________________________________                  ____________________________________

                       Date                                                                  Date


Circle One – Staff   /   Faculty

Circle One – Full Time   /   Part Time

Circle One - Regular /   Temp   /   Adjunct


If key is for an office, other than your own, the current office owner must also sign his/her approval.


Office Owner Signature





APPROVED_____________    DENIED_____________



Chief of Operations




Key Agreement Policy

Somerset Community College

Persons to whom keys to College facilities are issued and their supervisor are required to understand and agree to the following terms and conditions prior to gaining access to requested College facilities. Please note that the term key(s) is used for any type of access tool issued to enter a College facility.

  • All key requests must be approved by the Chief Operations Officer.
  • Keys will be issued only where there is a demonstrated need for persons to have access to College facilities. Employment does not necessarily justify the issuance of keys.
  • Keys are issued for entry to College buildings for the purpose of conducting College business only.
  • Accountability for keys rests with the individual who last signed for them.
  • An authorized employee entering or leaving a locked building will not permit any individual to enter who does not have keys to enter that area at that time.
  • College keys shall not be duplicated or cut. No locks may be changed or removed from this key-way.
  • Buildings must be locked after official business hours to maintain the security of both buildings and their contents.
  • An employee entering or leaving a locked building will be responsible for securing the entrance/exit and may be held responsible for any loss or damage to College property resulting from failure to do so.
  • In no case, is a key of any type to be transferred from one individual to another or to be obtained from any sources other than the Operations Department.
  • All keys issued remain the property of the College and will be returned if:
  1. Employee transfers to another department or building.
  2. Employee is terminated, retires or resigns.
  3. Requested by an appropriate supervisor.
  4. Employee is granted a leave of absence without pay for a period of 30 or more calendar days.
  • Employees that lose a key (depending on the severity of each case) may be subject to disciplinary action up to and including termination. In some cases, the employee may be required to cover the cost involved in replacing a lock(s) due to the loss of a key.
  • Lost, broken, and/or stolen keys must be reported in writing to the supervisor or department head and the Manager of Operations. This report must be submitted within twenty-four (24) hours.  Broken key will be requested when a broken key is reported.  Key(s) reported stolen, as part of another theft will require a police case number.  

Supervisor Acknowledgement:

Supervisor Name:

Supervisor Signature:

Date of Signature:

Employee Acknowledgement:

Employee Name:

Employee Signature:

Date of Signature: