Key security policy
The University is open every day to many individuals and groups who are involved on University business and who therefore have legitimate need for access to rooms and buildings. The University's security system must meet these needs. However, the University must also look to the security of its installations and assets, and seek to minimise opportunities for theft and damage to its property or harm to its students and staff.
Accordingly, as part of a comprehensive security system upgrade, a high security lock format has been systematically introduced across the University.
Responsibility for key security
The Security Manager is responsible for key control procedures. Specific functions relating to the ordering and issue of keys and the maintenance of all associated records within the approved procedures can be delegated by the Security Manager to the Security Systems Officer.
It is the responsibility of a member of staff, student or other person to whom a University key is issued to ensure its safe keeping. In addition, they have a duty to return the key to the head of their organisational unit when ceasing employment with that unit or when completing the assignment or other activity for which it was provided.
It is the responsibility of the head of the organisational unit to ensure that keys are retrieved from staff and students when they leave, transfer, or no longer have a functional need to hold a particular key.
The Security Manager has the authority to recall keys. If an organisational unit is relocating to another area or refurbishing their current premises then all of the old keys must be returned to the Security Unit prior to the issue of new keys.
Key audits
The Security Manager, or delegate, will proactively conduct key audits to ensure the integrity of the University's keying and recording system.
Initial issue of Bi Lock keys
Keys will be issued by the Security Unit to each organisational unit only for the rooms or facilities that are occupied by that unit and only on receipt of a request in writing with the relevant authorisation.
Any request for the issue of keys must be submitted via a Facilities Management Works Request form, signed by the dean of faculty, head of division, head of school or department/independent section manager, or their appointed delegate.
Normal scale of issue of keys
The normal scale of issue will be as follows:
- One building master key which opens appropriate doors in a building, to the head of the organisational unit which has sole occupancy of the building, or to their delegate. In the case of multiple occupancy, the building master key is retained by the Security Unit based on that campus.
- An appropriate number of each master key - which opens all rooms in an area within a building or opens a series of rooms such as laboratories and seminar rooms - to the head of the organisational unit or to their delegate.
- One room key to each occupant of a separate room in the case of members of staff and in other cases at the discretion of the head of the unit.
- One key admitting entry to the building to each person provided with a room key, as above, when it can be established that access to the building is required after normal working hours on a frequent basis.
Issues beyond this scale will be made by arrangements between the head of the organisational unit and the Security Manager.
Costs of lock and key issue
All requests for locks and the issue of keys, once approved by the Security Manager, will be at the expense of the organisational unit making the request unless it is part of capital works.
Upon receiving keys the requesting head of an organisational unit or appointed delegate must sign a receipt for the key, which also acknowledges that, if any issued key is lost or cannot be produced on demand, the total cost associated with repinning the locks to the areas compromised and providing replacement keys will be met by their cost centre.
All maintenance costs or the cost of replacement locks and keys due to fair wear and tear, as determined by Facilities Management will be funded centrally.
Issue of keys by organisational unit
Daily issue and control of keys to buildings is decentralised and is the responsibility of the head of the relevant organisational unit. Spare keys available for temporary issue shall be held in a lockable key cabinet, usually in the charge of a faculty or division administrator. Master keys are never to be loaned.
Key cabinets are normally of the "Tel Kee" type with a variable capacity from 50 to 450 key hooks. Tags identifying areas of access are not to be attached to the spare keys. They should be tagged with non-identifying numbers only. A key index should be compiled for each cabinet by the unit administrator concerned. When not in use the index is to be kept in a secure location separate from the keys. The index should contain both alphabetic and numeric listings that readily links keys, hook numbers and room locations. Any alterations, insertions and deletions must be noted in the key index promptly.
The head of an organisational unit may authorise the temporary issue of keys to visiting staff or other persons. In such a case, the following information, common to the master register maintained by the Security Unit, must be recorded:
- key type
- door number/s that the key unlocks
- department
- room number or name that the key unlocks
- printed name of the recipient
- signature of the recipient
- number of keys issued
- number of keys returned
- date and time key issued
- date and time key returned
- printed name of QUT person returning the key
- signature of QUT person returning the key
- date and time key reported lost (if applicable)
Contractors and tenants in University-owned buildings
Tenant organisations in University-owned buildings are required, at the Security Manager's discretion, to use the same key systems as other University functions, and are bound by the key control procedures outlined in this key security policy.
New tenants will be provided with an initial issue of keys to existing doors. Any additional keys and locks required will be provided at the tenant's expense.
Tenant and contractor organisations who lose or cannot produce a key on demand will be liable for the total cost associated with repinning locks to the areas compromised and providing replacement keys.
Lost keys
Where the key holder is unable to produce keys issued, the following procedure will apply:
- The key holder is to provide immediately to the head of the organisational unit in which he/she is employed a written statement setting out the facts and circumstances of the loss.
- The head of the organisational unit should forward this report to the Security Manager who will arrange for the immediate repinning of locks and provision of replacement keys for those areas compromised by the loss.
- The cost of such repinning and key replacement will be charged to the cost centre to which the person who lost the key belongs. It should be noted that this could be a substantial amount if the lost key can open multiple locks.