1. Administrative key control pertains to school building property (sensitive and non-sensitive).
2. Only approved locks and locking devices (including hasps and chains) may be used. Any questions about locks or lock specifications will be addressed to the building principal or the District Facilities Operations Manager.
3. The Administrative key control policy consists of two sections:
1. District Procedures
2. Facility Procedures.

1. The District Key Custodian will be the District Facilities Operations Manager.
2. The Building Key Custodian will be the Facility Administrator or his/her designee.
3. District Control Log is the form used to record keys issued to a Building Key Custodian. This form is maintained in the Facility Services Building.
4. Facility Key Control Log is the form used to record keys issued to individuals within a facility by the Building Key Custodian. This form is maintained in each facility.

1. The District Key Custodian will be responsible for approving, issuing and controlling all keys to the Building Key Custodians.
2. The Building Key Custodians will submit all key requests to the District Key Custodian by Email. The request will include:
1. Number of key
2. Number of keys requested
3. Reason for request. E.g. lost keys, additional personnel, etc.

C. The Building Key Custodian will sign for all keys issued to his/her building on a District Key Control form. All keys returned to the District Key Custodian will be annoted on the District Key Control form.

1. The Building Key Custodian will ensure that the key custodian alternate designated to issue, receive and account for keys in his or her absence clearly understands the required procedures.
2. Keys required by authorized personnel will be signed out, as needed, on a Key Control Card. (attachment 1)
3. The Key Control Card will include the following:
1. Name of individual who had been issued a key(s)
2. Serial number of key(s) issued
3. Date key was issued and, if applicable, date key was returned
4. The key control cards will be kept in a locked container that does not contain or store classified material and to which access is controlled.
5. Keys and combinations to locks will be accounted for at all times.
6. The Building Key Custodian is required to conduct serial number inventory of all keys and locks at the beginning and at the end of the school year. Any keys that are not required during the summer term are to be returned to the Building Key Custodian at the end of the normal school term. An inventory summary will be maintained using the Building Key Inventory Summary form and will be retained in the facility until the next inventory is conducted. A copy of the Building Key Inventory Summary form(s) will be submitted to the District Key Custodian following each inventory.
7. Keys and their padlocks, which do not have a serial number, will be given one. The serial number will be inscribed on the lock or key as appropriate. Normally, the serial number is inscribed on the key only.
8. When a key to a padlock or lock is lost or missing, the Building Key Custodian will notify the District Key Custodian as soon as possible. An inquiry will be conducted and the padlock replaced or recorded immediately.
9. All personnel are responsible for the keys issued to them. District keys are not to be loaned or copied. Keys are to be returned at the end of each school year or end of employment.
10. If the loss or damage is due to negligence, the person who signed for the key will responsible for the cost of rekeying the affected locks and replacing any required keys.
11. Keys will be stored in a lockable container, such as a safe, filing cabinet or a key Box made of at least 26 gauge steel, equipped with a tumbler-type-locking device and permanently affixed to a wall.
12. The key depository will be located in a room where it is under 24-hour surveillance or in a room that is locked when unoccupied. The preferred location is in the working area near the key custodian. Access to the container will be controlled.