Keys

Keys issued to occupants and users of University facilities, including offices, laboratories, rooms and other interior areas of buildings remain the property of York University and MUST not be duplicated.  Keys are issued only to those persons who require access to space as part of their University responsibilities.

Key Control

The purpose of the Key Control Program is to ensure appropriate control of keys in order to secure the property and assets of the University from theft or damage and to maximize the safety of members of the York community.  It is an essential element of the University’s overall Access Control program

Under the direction of the Vice-President Finance and Administration, Security Services  and Maintenance , work collaboratively with the various Faculties, colleges, departments and other operating units across the University in the issue, management and control of University keys.

Security Services - Campus Services Business Operations

• Has responsibility for the University’s access control program
• Is the steward of the key control process
• Authorizes all requests for keys
• Ensures that appropriate records are implemented and maintained in every Faculty, department and operating unit. 
• The Director, Security Services is the designated security expert and approval authority in all security installations on University property, including locks, keys and access cards.

Maintenance - Campus Services Business Operations

• Provides services that support the access control program, including all physical installations in University buildings that restrict access to locked space (locks, doors, door hardware, locking systems, etc.).  
• Is responsible for the production of keys (once requests are approved by Security Services) and the distribution of keys to University Faculties, departments and operating units. 
• Keeps records of keys manufactured for and given to Faculties, departments and operating units to control;
• Monitors the issuing of master keys and undertakes an annual audit of all master keys in use.

Designated Authority and Key Coordinators

Every Faculty, department and operating unit has a Designated Authority that has an overall responsibility for access management and key control at the local level. Typically, the Designated Authority is an executive officer, dean, department head or other senior manager who assumes the responsibility for defining access rights to the interior of buildings controlled or managed by the Faculty, department or operating unit. The Designated Authority requests changes to locks, decides who gets access and ensures the Key Coordinator functions are delegated and enacted.

The Key Coordinator is the functional responsibility held by a full-time employee in the Faculty, department or operating unit who is assigned the responsibilities of key control, requisition, distribution, retrieval and record keeping within the unit. Among specific duties, the Key Coordinator:

• Initiates requests for keys to be manufactured.
• Receives and distributes keys within his/her operating unit.
• Retrieves keys when users/occupants are vacating or no longer require them.
• Administers/coordinates keys for desks, cabinets, display cases, etc. in the Faculty, department or operating unit.
• Maintains the records of the Faculty, department or operating unit for both keys issued locally and for key inventories (e.g. keys in secure key boxes/cabinets), using the format or template prescribed by Security Services.
• Undertakes an annual audit of keys controlled by the Faculty, department or operating unit.