OPP Employee Key Procedure

PURPOSE: 

To define the process in which an OPP employee obtains and returns keys needed to complete their daily tasks, while ensuring the OPP employee key process is compliant with university policies AD 68 (University Access Policy) and SY2001 (University Access: Clearances, keys, and Access Devices; Authorization Issuance and Fees).  

PROCEDURE: 

New Key Request:  When an OPP employee requires keys, their supervisor must complete the Facility Access Authorization Request Form (FAAR form).  

  • The Employee's Supervisor will create a "key type" work order in Maximo and attach the completed FAAR form to the work order. The Supervisor is responsible to ensure that the employee requesting keys has read University AD 68. 
  • Once the key has been cut, the OPP Lock Shop will return the completed request to the Work Reception Center. 
  • The WRC staff will notify the Requestor that keys are available for pick up at the Service Desk (127 Physical Plant) via email or phone. 
  • The key Requestor will sign and acknowledge that they have accepted keys and that they agree to abide by AD68. 

Transfer of Existing Keys or Key Rings:  When a Supervisor desires to transfer existing key inventory from one employee to another, they shall complete the Employee Key Update Form for both the exiting and entering employee (Key Update Form). 

  • The Supervisor will forward the completed form to the OPP Access & Security Office. The OPP Access & Security Office will update the key management system to reflect the change in possession.  
  • Exception to the Key Update Form: If an employee is utilizing an electronic key box, a Key Update Form is not required. 

Returning Keys: When a supervisor desires to return existing keys from their inventory, they should complete the Employee Key Update Form (Key Update Form) and return both the form and keys/key ring to the OPP Access & Security Office. 

  • The OPP Access & Security Office will update the key management system and then send the key/key ring will be delivered to the OPP Lock Shop for destruction.  

Employee Separation (Voluntary/Involuntary): Should an employee separate from OPP, it is the Supervisor’s responsibility to ensure the departing employee’s keys are returned to the electronic key box if applicable or returned to them.  

  • If the Supervisor does not intend to reissue the returned keys, they can turn them over to the OPP Access & Security Office and have them removed from their inventory.  

OPP Employee Key Audits: The OPP Access & Security Office shall conduct yearly Employee key audits to ensure compliance and accuracy of records. 

  • The OPP Access & Security Office will schedule Employee key audits with the appropriate Supervisor. 
  • The OPP Access & Security Office will update the key management system upon completion of the audit. 
  • An Executive Report will be created documenting the findings of the audit and then sent to upper management. 

Any sealed key rings should not be altered by anyone other than the OPP Access & Security Office.