<p> DR. JOHN WARNER HOSPITAL CLINTON, ILLINOIS 61727</p><p>POLICY AND PROCEDURE</p><p>TITLE PAGE 1 OF 2 KEY/KEY CARD CONTROL</p><p>ISSUING DEPARTMENT EFFECTIVE DATE SAFETY 02/21/14</p><p>PREPARED BY REVISED DATE TERRANCE HUBBARD 02/18/14 DIRECTOR OF SUPPORT SERVICES</p><p>POLICY #: SFTY-1415 ORIGINAL DATE 02/03/00</p><p>REVISES AND SUPERSEDES: Key Control, Policy #: MAIN-1415, with an original date of 02/03/00, revised 05/08/07, prepared by Belinda Rittenhouse, Director of Human Resources. </p><p>POLICY: It is the policy of Dr. John Warner Hospital to establish procedures for the issuance and control of keys and key cards used to gain entry to Dr. John Warner Hospital buildings or offices and other secured areas and to account for key(s)/key card when staff terminates employment or transfers to another department.</p><p>STAFF: All staff.</p><p>EQUIPMENT, FORMS & LOCATIONS: Key(s)/Key Card Request Form #634, Key(s)/Key Card Receipt Form #629 and Key(s)/Key Card Return Receipt Form #619. </p><p>PROCEDURE: ISSUANCE OF KEYS/KEY CARDS 1. The requesting Department Manager completes a Key(s)/Key Card Request Form #634 and submits to the Director of Support Services. a. Requests for master keys will only be granted for members of Administration and Housekeeping/Maintenance personnel and requests must be approved by the Administrator or Administrative Representative. b. The Director of Support Services is responsible for having a non-duplicated key made through a locksmith.</p><p>3. The Director of Support Services will issue the key(s)/key card to the person the key(s)/key card were requested for and have them sign the Key(s)/Key Card Receipt Form #629 acknowledging receipt of the key(s)/key card and their responsibility to protect it and to return it upon termination of employment or department/position transfer and their agreement to pay a $20 fee for replace- ment of a lost key(s)/key card ($50 for replacement of a lost master key.)</p><p>4. The Director of Support Services is responsible for submitting the Key(s)/Key Card Receipt Form #629 to Human Resources for placement in the employee’s personnel file. - 2 - POLICY AND PROCEDURE – KEY/KEY CARD CONTROL</p><p>RETURN OF KEY(S)/KEY CARD 1. With the assistance of the Department Manager/Administrative Director, the Human Resources Department will ensure that all terminating and retiring employees have returned any key(s)/key card in their possession to the Human Resources Department on their last day worked.</p><p>2. When a key(s)/key card is returned, the Human Resources Department will issue the employee a Key(s)/Key Card Return Receipt Form #619 indicating the key(s)/key card has been returned. A copy of this form will be sent to the Director of Support Services with the key(s)/key card, the original will be filed in the employee’s personnel file and a copy of the form goes to the employee.</p><p>3. When an employee transfers to another department, any key(s) in their possession must be returned to the Human Resources Department and they will issue the employee a Key(s)/Key Card Return Receipt Form #619 indicating the key(s) has been returned. A copy of this form will be sent to the Director of Support Services with the key(s), a copy will be filed in the employee’s personnel file and the original form goes to the employee.</p><p>4. If an employee is going to be absent from work for more than two (2) weeks for any reason, they are responsible for turning in their key(s)/key card to Human Resources prior to their absence. The key(s)/key card will be reissued to them upon their return to work.</p><p>LOST OR STOLEN KEYS 1. The person to whom a key(s)/key card is issued must notify their Manager and the Director of Support Services immediately when a key(s)/key card is lost or stolen. No key(s)/key card will be re-issued until the appropriate fees are paid to the Human Resources Department who will then notify the Director of Support Services to have key(s)/key card re-issued.</p><p>DOCUMENTATION: Appropriate documentation will be included on the Key(s)/Key Card Request Form #634, Key(s)/Key Card Receipt Form #629 and Key(s)/Key Card Return Receipt Form #619.</p><p>COPIES SENT TO: Administration – Original All Departments</p><p>Key Control-MAIN-1415 02/03/00 – Original 05/08/07 – Revised</p><p>Key /Key Card Control-SFTY-1415 02/18/14 – Revised</p><p>______DIRECTOR OF SUPPORT SERVICES DATE CEO/ADMINISTRATOR DATE</p><p>INITIAL AND DATE REVIEWED ______</p>