Monash University Policy Bank

Purpose

Scope

This policy applies to all facility keys, including keys for all doors and all gates, as well as for cabinets or safes which were originally keyed through the university’s facilities and services division, on the premises of Monash University and its controlled entities at the university’s Australian campuses

Policy Statement

The university’s facilities and services division is responsible for promoting the uniformity and compatibility of keys used at Monash University Australian campuses and facilities, and for the maintenance of central key records.

Any university key equipment (including key, lock and door furniture) intended to be installed or used at any university owned or occupied facility must be of a type approved and specified for the particular application by the Monash University facilities and services division. To ensure compliance with applicable fire and building safety codes, non-university approved mechanical or electronic locks, keys or access control equipment must not be used.

Fabrication (including duplication) of Monash University keys must be performed or facilitated by the university’s facilities and services division. Locks must not be altered, replaced or refitted without prior permission of facilities and services.

Any unauthorized fabrication, duplication, issuing, possession, or use of university keys at any premises owned or occupied by Monash University is strictly prohibited.

University keys are and remain the property of Monash University and as such may be recovered at any time.

The issue and use of any university key must be strictly in accordance with the accompanying key procedures.

External access to campus facilities is the responsibility of and controlled by facilities and services division. A university faculty, department or unit who has been assigned space within a building or area of enclosed property shall be responsible for the management and control of keys to those areas. A faculty, department or unit assigned tenancy to any space is responsible for approving internal access within that space. An authorized person must be appointed by the appropriate faculty, department or unit head as faculty/department/unit- access coordinator.

Supporting procedures

Responsibility for implementation

Divisional Director Facilities and Services Division

Status

Key Stakeholders

Divisional Director Facilities and Services Division
University Security Manager

Approval body

Endorsement body

Definitions

Access Coordinator: A staff member in a given department or faculty who has been delegated the authority by their dean or department head to grant deny or revoke access privileges to controlled areas for which the faculty or department is directly responsible.

Campus Security Offices: The main security office at or responsible for a university campus or other location.

Campus Security Representative: A person/s delegated the responsibility for security on campus by the university (including authorized contractor).

Campus Security Supervisor: A person appointed to the role by the university.

Campus services manager: A person appointed to the role in facilities and services division by the university.

Contractor: An external services provider engaged by the university.

Contractor Key Issue Register: Approved document recording the authorized issue and return of keys to external contractors/consultants.

Controlled Area: Any area or space on campus to which general or public access is not available at that time, and this may be characterized by signs, locked doors, fences, boom-gates, sentinel tape, or be defined by the instruction of a campus security officer or designated member of staff.

Dean, Head of Department, Vice-chancellor, Deputy Vice-chancellor, Divisional Director, Executive Director ITS: A person appointed to the named role by the university

Electronic Remote Work Order: Electronically lodged maintenance request record to facilities and services.

Facilities & Services Representative: A person appointed to the role by the university

Faculty/Department/Unit Access Coordinator: A staff member in a given department or faculty who has been delegated the authority by their dean or department head to grant deny or revoke access privileges to controlled areas for which the faculty or department is directly responsible.

Key Holder: A person to whom a key has been issued.

Key Issue Register: Facilities and services approved document recording the movement (issue/return) of university keys.

Key Requisition Form: Facilities and services approved document used for requesting the issue of key/s

Security Representative: A person/s delegated the responsibility for security by the university (including authorized contractor)

University Security Advisory Office: Office of the university security manager

University Security Manager: Person appointed by the university as university security manager

Related legislation

None

Related policies

Access to Controlled Areas Policy

Related documents

None

Date Effective

Review Date

Owner

Author

Contact Person