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ProvAction: Policy Revision - Key & Lock

Diane Goddard, Vice Provost Administration and Finance
Monday, March 21, 2016, 10:19 a.m.
Deans, Directors and Department Chairs

Dear Deans, Directors, and Chairs,

This policy revision action item is being sent to you to ensure that you are aware of changes to the policy and procedures regarding keys and electronic locks on our campus. 

Key and Electronic Lock Policy and Procedures

The importance of secure campus facilities cannot be understated. In 2011 a policy was developed that reflected the practices at the time surrounding keys and locks on campus. The Campus Safety and Security Committee reviewed the policy and procedures and found that updates were required to ensure that the responsibilities of every unit involved with keys and locks on campus were clearly articulated. Please review the policy and procedures to ensure that your unit is compliant with the requirements.

Unit-Specific Plans

We recognize that the procedures that have been developed do not align with the procedures being used in each unit on campus. There are some units who take a much more active role in the management of the buildings in which they are located. Some of these units have already been identified and have been invited to submit unit-specific plans to the Office of Public Safety (PSO). Any unit wishing to develop unit-specific plans should contact PSO to learn more about this process. All unit-specific plans will be reviewed and must receive the endorsement of PSO to ensure that baseline security standards are being maintained.

Key Inventory and Tracking System

While each unit has a process for issuing and tracking keys, we need to develop a central tracking system, so I am asking for your help in doing so. Please identify an individual in your unit who is available to work with PSO to conduct an inventory of the keys held by employees in your unit. The project will start immediately with a target completion date of August 1st. This employee should contact PSO to learn about the project.

Thank you for your participation in the key tracking process and for your compliance with the revised policy and procedures for keys and electronic locks on campus.

Diane H. Goddard
Vice Provost for Administration and Finance
Office of the Provost
University of Kansas
1450 Jayhawk Boulevard
250 Strong Hall
Lawrence, KS 66045-7535
Ph (785) 864-4904
Fax (785)864-4463

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