School District/Isd

Key Distribution Guidelines

Introduction: The (School District/ISD) considers the safety of all students, staff, and guests to be a priority. This policy is designed to control access to district buildings, enhance overall security, promote accountability, and prevent loss of property.

Access: Buildings may be accessed at any time for work-related reasons only. No guests or visitors are allowed after business hours without prior administrator approval. Even though doors and windows are not to be propped open for any length of time, we still ask that upon leaving they be checked and secured.

Key Categories All (School District/ISD) keys are divided into the following three categories: 1. Building Master 2. Building Entrance 3. Individual Room/Area

Key Requests All key requests shall be made using the Key Receipt and Agreement Form. The form should be submitted to the immediate supervisor and also requires the signature of the building administrator (which may or may not be the same individual).

If the request is for any (School District/ISD) Building Master or Building Entrance key, the form is then submitted to the appropriate Assistant Superintendent before going to the Assistant Superintendent for Business Services for final approval. (Note: Requests for all ESB keys are submitted to the Assistant Superintendent for Business Services for approval.)

When possible, key requests should be made at least one week in advance of the date needed.

Key Inventory A key inventory shall be maintained in a key log book by the Business Services Department for all (School District/ISD) Building Master and Building Entrance keys, as well as all ESB keys.

Each building is required to maintain a key inventory in a key log book of all Individual Room/Area keys.

Key Audit A key audit shall be performed at the beginning and end of each school year by the Business Services Department to verify information contained in all key log books.

Per current building policy, CTC instructional staff shall surrender their keys during the summer months. These staff members may be reissued the same keys at the beginning of the next school year by signing them in/out on their original Key Receipt and Agreement Form.

Alarm Policy All staff requesting a Building Master or Building Entrance key will be held accountable for the use of the alarm and security of the building when used during non-business hours.

All buildings shall maintain the After Hours Access Register, which is a written log identifying who has entered/exited the building during non-business hours. This register shall contain the date, person’s name, time entered, and time exited. Key Receipt and Agreement Form

Requestor: ______Date: ______

Key(s) Requested (be specific): ______Building: ______

______Building: ______

Reason:______

______

I accept the above key(s) with the following understanding:  The key(s) is the property of (School District/ISD) and is on loan to me. Use of this/these key(s) is a privilege granted to me for the intended purpose of my personal use in the performance of my assigned job duties. By accepting the identified key(s), I hereby agree to take diligent care of this property and promptly report any loss thereof. I further agree to not give possession of said key(s) to any other person or cause or allow any copies to be made of such key(s). I further agree to return to the issuing office upon demand or when my need for said key(s) no longer exists.  I understand that any violation of this agreement may result in disciplinary action.  It is my full responsibility to return this property to the issuing office in the event that I leave (School District/ISD) employment.

Requestor Signature: ______Date: ______

Supervisor Approval: ______Date: ______

Building Administrator Approval: ______Date:______

Required for All (School District/ISD) Building Master or Building Entrance Requests (Asst. Sup. For Business Services approval required for all ESB keys)

Department Asst. Superintendent:______Date:______

Asst. Supt. For Business Services:______Date:______

Date Returned Date Issued Received/Issued By

______