Policies
Key Policy
- SECTION: FACILITIES SERVICES POLICY NUMBER E:1 SUBJECT: KEY CONTROL Issued by: Senior Cabinet/Facilities Services Replaces: May 11, 1994 Policy Approved by: Senior Cabinet Effective Date: December 1, 1997
Introduction
- The Governor of the State of Colorado has delegated the authority to establish key control to each college and university in order to ensure that key-related decisions are based upon the unique teaching needs and staffing of individual academic institutions. The following procedure have been established for Adams State College.
Responsibility
- Cabinet has decided custodianship of all hard keys will be the responsibility of the Office of the Associate Vice President of Administration and all card keys will be the responsibility of the Office of the Vice President for Student Affairs. Upon request of a hard key, deans and directors should provide in compliance with ASC Key Procedures all necessary information, including the name of the individual for whom they request a key and the reason why the individual needs one. A request for a Grand Master key must be presented to Cabinet for approval and requires the President's signature. A request for a Building Master key must be presented to deans for approval and requires the Vice President's signatures and must be approved by the Office of Associate Vice President for Administration. Any individual acquiring the use of a key must be aware of the responsibility for its proper use. Loss of a key is a serious matter and Cabinet has approved the following liabilities for the loss and subsequent replacement of college keys.
Key Policy
- Each person requesting a key issuance is required to fill out a key request card. A key request card providing the following information is to be submitted for approval to the Facilities Services Director.
- Name
- Home address
- Home phone number
- Department/Office where you work
- Building and room(s) for key(s) requested
- Box for appropriate status
- ASC Employee
- Student
- Other
- Department Head approval signature
- Associate VP for Administration signature
- Statement of understanding with requesting person's signature
Keys will be issued only to Adams State College employees, students, or other approved persons. ASC keys will not be lent out, transferred to any other person, or used in an unauthorized area. Keys are not to be duplicated. All keys must be returned to the Facilities Services Department immediately upon termination or change in access needs.
Keys will be made after the completed request has been received by the Facilities Services Department. Each key will be designated with a code number assigned to the individual requesting it.
When the necessary key(s) have been made, the Facilities Services Department will notify the employees or department to arrange for acquisition of the key(s).
Upon termination of employment (or departure from ASC), the individual to whom the key is issued must return his/her key to the Facilities Services Department office. Failure to do so will result in charges being assessed per key based on the rates listed below.
Individuals who lose their key(s) will be responsible for their replacement at a charge of $10 per passage (room) key, $50 per sub-master, $100 per building master, and $300 per grand master.
Departments (with the exception of the residence halls) requesting lock changes for lost keys, change in use, etc., will be charged a fee of $2.50 per lock.
Automobile
CHECK-OUT / CHECK-IN POLICY AND PROCEDURE The Adams State College motor pool has been developed to provide transportation for official college business, including education, administrative, sponsored programs, and student activities. The State now sets strict limits on the number of vehicles we have at any one time, as a result, the number of vehicles available will not always accommodate the requests for transportation that are received.
Therefore, in order to fairly serve all of the college departments and to provide more equal access to the available units, the following policy and procedures are in effect:
A. Policy
- Reservations for the use of passenger cars and vans will be accepted a maximum of ONE YEAR in advance of the trip.
- Reservations for the bus may be made up to ONE YEAR in advance. It is the responsibility of the department requesting the bus to contact the bus driver to make arrangements for the trip. The Facilities Services office will provide you with names and phone numbers of eligible drivers.
- The bus must be reserved and drivers notified at least two weeks prior to any trip.
- A vehicle reservation is not confirmed until a completed and approved travel request is submitted to the Facilities Services Department.
- Contacting Facilities Services with a reservation may reserve a vehicle.
- Facilities Services should be notified of a trip cancellation as early as possible, so that the vehicle(s) may be available to other college personnel
- When more than one request is received by the Facilities Services Department for the same kind of vehicle (van, car, or bus) for the same time period, priority will be given to the group who will have more than half the vehicle capacity going on the trip.
- Vehicles will be checked out at the main office in the Facilities Services Department. A blue book containing keys and credit cards, as well as a mileage log must be checked out. Travelers must have their approved "gold" copy of the travel request in order to check out a vehicle.
- As of July 1, 1987, uses of safety restraints (seat belts, etc.) are mandatory. Drivers of all vehicles are responsible to assure compliance with the law for the safety of the passengers.
B. Procedures
- Fill out a travel request for your trip. If a college vehicle is being requested, indicate on the request how many vehicles will be needed and how many people will be making the trip.
- Call the Facilities Services Offices. (7951) for assignment of the vehicle (s).
- Have your dean or department head approve the travel request. After his/her approval, take the travel request to the Business Office for budget approval. The Business Office will send the request to the respective Vice President for approval. After approval, the "gold" copy of the request will be returned to you. This copy is your official authorization to leave campus. You must have your copy of the travel request before leaving campus on official business.
- Take your copy of the travel request to the Facilities Services Department office. The blue book containing keys to the vehicle, a gate key, gasoline and repair credit card, and a mileage log will be checked out to you.
- Upon return to campus, return the vehicle to the motor pool area. Completely fill out the mileage ticket and leave all copies on the clipboard and leave the clipboard in the vehicle. Return the keys, credit cards, and blue book to the Facilities Services Office if you arrive during business hours. IF you return after hours, deposit the keys, cards, and book in the deposit box in the garage door on the Facilities Services building.
- Any persons needing a vehicle for early morning or weekend travel should pick up keys the night before or on Friday afternoon. Should a vehicle not be available on Friday afternoon, contact Public Safety to make arrangements to pick up the vehicle on Saturday, Sunday, or at night by calling 7901. Arrangements with Public Safety need to be made at least a day ahead of time whenever possible.
- A problem/repair form is provided within the blue book for each vehicle. Drivers should use this form to report any problems that occur while using the vehicle.