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The College will issues keys and/or electronic access to specific college facilities to employees who require facility access in order to fulfill their job responsibilities; the college may rescind this authorization at any time, for any business, safety, disciplinary or operational reason.

Purpose of Policy: To clarify areas of responsibility surrounding the granting and revoking of access to college facilities.

Scope of Policy: All employees of Guilford College

The Policy: Only supervisory personnel may authorize the dissemination and retrieval of college keys/access codes.

Roles and Responsibilities: 

  • Supervisors / Managers / Department Chairs: Only employees in bonafide supervisory positions may authorize the issuance of keys and/or access codes to college rooms/buildings/facilities. Supervisors are also responsible for informing the Facilities Office when there is a change in location or need for access for any employees under their supervision. All keys must be returned to Facilities Office when they are no longer needed. 
  • Employees: All employees are responsible for safeguarding college facilities for which they are responsible or to which they have access by maintaining control of their college keys and/or access codes at all times. Employees will refrain from duplicating, sharing or otherwise disseminating keys/access to others without supervisory permission.

Compliance: Employees who violate these provisions may be subject to disciplinary measures, including revoking access to keys, progressive discipline, or termination, depending on the seriousness of the infraction.

Procedures: New employees will obtain keys to offices and laboratories through the Facilities Office, using a requisition form signed by the department chair. When assigned keys are no longer needed, keys should be returned to the Facilities Office. 

Approval Authority: Guilford College President

Responsible Office: Facilities

Revision History: Employee Handbook — December 2017