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IS-1412 Access Control

Operations

Release Date: 01/09/02
Revision 1: 03/21/03
Revision 2: 05/03/06
Revision 3: 04/12/16
Revision 4: 02/19/20

Introduction

IS-1412 describes the control, use and possession of keys and Employee ID Badges. It also standardizes key and Employee ID Badge requests and their issuance to ensure consistency of practice throughout the College.  

General Roles and Responsibilities

1. Security Department 

1.1 The Security Department controls the key and lock systems at CNM.   The Security Department is responsible for the following: 

  • issuing keys and updating access privileges;
  • maintaining a College-wide key inventory database of critical key information;
  • conducting key control and Employee ID Badge audits; and
  • investigating lost or stolen keys and Employee ID Badges.

1.2 The Security Department assigns key control authority to individual campuses through Campus Key Coordinators.    Only Security and a Campus Key Coordinator can issue keys. 

2. Lock Shop 

2.1 The Lock Shop is responsible for the following:

  • Installation, removal and servicing of CNM door locks and door locking mechanisms (with some exceptions for certain electrical lock mechanisms)
  • Housing master keys
  • Evaluating requests for new or alternative lock and security systems

2.2 Employees should still report malfunctioning or broken locks or locking devices when they occur to the Physical Plant work order desk (ext. 4574) or by filling out a Footprints form. 

3. Campus Key Coordinator 

All campuses, except for Main, must have one Campus Key Coordinator and one back-up person who are cross-trained in key control responsibilities. 

3.1 After receiving training from the Security Department and Locksmith, the Campus Key Coordinator is responsible for completing the Key Request/Replacement forms, updating data in the key database, maintaining the Key Inventory/Signature Card file, and maintaining the Campus Key Box Each department is responsible for providing a Campus Key Box.

3.2 Campus Key Coordinators maintain a current key list for their campus.

The key list includes:  

  • Employee I.D. number
  • Name of key holder
  • Department
  • Key number
  • Date issued

4 Department Key Control  

Each department designates a Department Key Coordinator who initiates key requests and maintains a key box inventory of all desk, padlock and file cabinet keys within their department.  

4.1 Department Key Coordinators on main campus are only able to inventory and hold 1 key in a secure key box. Department Key Coordinators at satellite campuses will be able to inventory and hold up to 5 keys in a secure key box for the purpose of issuing keys to faculty. Sub-master keys must always remain on campus and stored in a secure key box.   

4.2 Department Key Coordinators maintain a current key list for their area.  

The key list includes:  

  • Employee I.D. number
  • Name of key holder
  • Key number
  • Date issued

Key and Lock Procedures (Excluding Employee ID Badges)

5. Key Requests

5.1 Employees may request keys through their Department Key Coordinator.

5.2 New, replacement, duplicate and/or temporary keys are requested by contacting the appropriate Key Coordinator who will complete a Key Request/Replacement form for the request. Requests for keys and key cards must have the appropriate level of approval before being submitted to the Security Department. 

5.3 A Key Inventory/Signature Card is completed for each employee who is assigned a key or key card. The card contains an acknowledgement of responsibility and lists each key the employee checks out. Key Inventory/Signature Cards for main campus are kept on file in the Security Department. 

5.4 All pieces of a damaged/broken key or key card must be turned in to Security with a completed Key Request/Replacement form before new keys are issued. 

5.5 The Security Department determines whether hours for which access is requested is acceptable.  Security Administration will notify the Department Key Coordinator if a change to the access hours is made, or, if the request is not approved. 

6. Issuing Keys

6.1 The Security Department issues keys after receiving and approving a Key Request/Replacement form.

6.2 The Campus Key Coordinator issues keys from their Key Box after completing a Key Request/Replacement form and only after approval from the Security Department. 

7. Lock Requests 

7.1 Lock requests are made by completing a Request for Services form and submitting it to the Security Department for approval.  Upon approval the request is sent to Facilities for a work order assignment and then to the CNM Locksmith.

8. Lock Repair and Replacement

8.1 Door locks may only be changed, removed, serviced or repaired by the CNM Locksmith.  The Security Department approves any work resulting in a change of key for any CNM door as a result of a lost key. 

8.2 Broken or malfunctioning door locks must be reported immediately to the Physical Plant via Footprints or by phone (ext. 51181). After normal business hours you will need to call ext. 3002.

8.3 Departments or campuses requiring a door lock change due to security violations or lost keys should submit a Footprints form to PPD.  A cost account number must be provided with the request. 

8.4 Changes requested for the sake of convenience will be charged to the department. Locks for secured areas are considered a necessity. Locks for non-secured areas are considered a convenience, e.g., adding a keypad lock to a bathroom door.   

9. Requesting Alternative Locking Devices 

The installation of alternative locking devices such as keypads, card swipes and electric strikes are considered on a case-by-case basis.  The department head should submit a written request for these and other devices to the Security Department using a Footprints form. 

9.1 Departments requesting special locking devices, as a matter of convenience rather than security must include a cost account number on the request.   

9.2 Upon installation, the Department Key Coordinator is responsible for issuing codes for entry, changing codes for the term breaks, and battery replacement. 

9.3 Chains or cables and padlocks may be used on fences, gates and storage areas so long as a key is provided to the Security Department.  After normal business hours call ext. 3002 if assistance is needed. 

Process Controls for Keys and Locks

10. Restrictions on Keys

Employees are issued only the minimum numbers of keys required for the performance of their job duties. This number is determined by the department head/dean. 

10.1 Keys are issued only for the locations listed on the Key Request/Replacement form.  

10.2 If the key is to open multiple locations, all such locations must be listed on the Key Request/Replacement form. 

10.3 Keys must be issued by the Security Department or the Campus Key Coordinator to the individual who is requesting the keys. 

10.4 Employees may have only one key to a particular area.

10.5 Building Master Keys are issued only to the Security Department. Maintenance has interior sub-master keys at satellite campuses.  

10.6 Exterior building keys are not issued under any circumstances.  Security is custodian to all exterior building keys. 

11. Key Request Approval Levels  

11.1 A dean, vice president, or director/designee can approve key requests.  A signed memorandum from the dean or director, indicating the level of approval authority and the designee's name, is submitted to and kept on file at the Security Department for the duration of the dean or director's absence. 

11.2 Requests for keys must have the appropriate level of approval before being submitted to the Security Department. 

11.2.1 Key Level of Approval  

  • Department Master Key - Only the Chief of Security can approve a Department Master Key. The Department Key Coordinator must insure a check-out procedure is in place for the key and that the key always remains on campus.     
  • Individual (Change) Key - Dean or Director 
  • Mechanical Keys - Physical Plant Director  
  • Custodial Keys - Physical Plant Director/Department Head

11.3 The Chief of Security or designee must approve key requests prior to cutting the key(s). 

12.  Key Box 

12.1 The Key Box is a locking storage box for all keys issued by the Security Department, or Campus Key Coordinator. The Security Department and the Lock shop assist with setting up the Key Box and training newly designated Campus Key Coordinator.   

12.2 All keys issued to the Campus Key Coordinator must remain in the Key Box until issued to an individual.

12.3 Replacement keys for the Key Box are issued only after providing a copy of the Key Inventory/Signature Card of the employee to whom the original keys were issued.

13. Key Inventory Database 

13.1 The Security Department maintains records of keys in a database. The database identifies every department, campus and employee who has been issued keys.

14. Reporting Lost or Stolen Keys

14.1 All lost or stolen keys must be reported to the Security Department within 24 hours.  The incident is recorded by Security on a Lost or Stolen Key Report.

14.2 To replace lost or stolen keys, employees must complete a Key Request/Replacement form and submit it to the Security Department or to the Campus Key Coordinator.

14.3 The locks that the lost keys opened should be re-keyed.  To re-key a lock, the department must send a Request for Services to the Chief of Security or designee for approval. The Security Department then forwards the approved request to the Physical Plant for a work order number.   

14.4 The department requesting services must provide a cost account number for replacement keys and re-keying of locks. An employee who loses a master key may be required to pay a $25 replacement fee.   

15. Returning Keys

15.1 Keys that are no longer needed for the performance of duties, limited term projects or temporary building access should be returned to the Campus Key Coordinator or the Security Department. 

15.2 All employees who are exiting CNM or transferring to another department must return their CNM key(s) to the Security Department. 

16. Key Record Audit 

16.1 At the request of the Director of Security, or designee, the Security Department or the Lock Shop may conduct an audit on the key control records or Key Box at any time. 

16.2 The Security Department may hire a private investigator to investigate any lost, stolen, or unaccounted for keys.

17.  Duplicating Keys

17.1 State law (NMSA 1978, Section 30-14-2) prohibits the removal or installation of locking mechanisms and the duplication of any CNM key by any party other than the CNM Locksmith or an approved third-party.

18. Transferring Keys

18.1 Transferring keys from one employee to another must be completed at the Security Department or in the presence of the Campus Key Coordinator to ensure the proper transfer of information on Key Inventory/Signature Cards and the key inventory database.  

19. Temporary Keys

19.1 Occasionally, a private contractor or auditors will be on campus for an extended period of time and will need access to various areas to complete their work.  In these situations, the project manager or hosting department must complete a Key Request/Replacement form requesting that the necessary key(s) be issued to the contractor or auditor.  The contractor or auditor will not be issued Exterior Building keys. 

19.2 Employees who have forgotten to bring keys to work are not issued temporary keys but must rely on their department personnel during normal business hours.  After normal business hours, contact the Security office at ext. 3002.  Proper identification will be required to gain access into a building or room.

20. Miscellaneous Keys and Locks 

20.1 Certain keys and locks are not inventoried, stored, tracked or maintained by the Security Department or the Lock Shop.  These include but are not limited to: 

  • File Cabinets
  • Desks
  • Tool Boxes
  • Cabinets
  • Department Pad Locks
  • Department/Student Lockers
  • Refrigerators
  • Freezers
  • Computers
  • Department Storage Cabinets  

20.2 Unlocking or servicing these locks is requested via PPD workspace (Footprints).

20.3 Copies of these keys may be obtained by submitting a Key Request/Replacement form to the Lock Shop. The Lock Shop may need the original key in order to make a copy.

Employee ID Badge Procedures

21. Access Privileges for Employee ID Badges

New Employees

21.1 A new employee’s home department notifies Human Resources what type of access the new employee should be assigned. 

21.2 Human Resources prepares a list of new employees with each new employee’s default access privileges. The list is sent to the Student Activities Office. 

21.3 New employees receive a form at New Employee Orientation which must be presented at the Student Activities Office in order to receive an Employee ID Badge.  

Ongoing Employees (Excluding Student Employees)

21.4 If an employee’s access privileges need to be changed, Department Key Coordinators must complete a Door Access Request in Footprints. 

21.5 The Security Department will review the form and approve or disapprove the requested change.  The Security Department will notify the appropriate Department Key Coordinator in writing of the approval or denial of the requested change and the reason for approval or denial. 

Employee Separations 

21.6 A separating employee shall turn in their Employee ID Badge to the Security Department at Main Campus. The separating employee’s ID Badge information may be retained in the Security Department database for a period of up to one year.

21.7 If an employee separates from CNM under less than amicable circumstances, The Human Resources Department shall notify the Security Department immediately.  Security should immediately revoke all access privileges for the separating employee.

22. Replacing a Lost or Stolen Employee ID Badge

Employee

22.1 Notify your immediate supervisor, Department Key Coordinator, and the Security Department immediately if Employee ID Badge has been lost or stolen. An incident report will need to be completed for the Security Department.

22.2 The cost for a replacement Employee ID Badge is $25.

Security Department

22.3 Disable the lost or stolen Employee ID Badge immediately.

Department Key Coordinator

22.4 Complete the Employee ID Card Request/Replacement form and submit the form to Security via e-mail.

Security Department

22.5 Review the Employee ID Card Request/Replacement form and notify the Student Activities Office and the employee that a new badge has been approved or denied.

Employee

22.6 Upon notification that a new card has been approved, take the approval e-mail to the Cashier’s office and pay $25 for a replacement Employee ID Badge.  Take the receipt to the Student Activities Office to have a new Employee ID Badge printed.  

23. Temporary Access Cards

Employees

23.1 An employee may be issued a Temporary Access Card for the day by the employee's department if the employee’s regular Employee ID Badge is not lost or stolen. The Temporary Access Card will function as a key card. All Temporary Access Cards will expire. Any employee issued a Temporary Access Card is responsible for the cost of replacing the card if it is lost or stolen.  Each department should maintain a daily log of Temporary Access Card issuance.  The log is subject to audit by the Security Department at any time. 

Student Employees

23.2 A student employee may be issued a Temporary Access Card on a daily basis, at the department’s discretion, in order to fulfill work duties.  Again, each department should maintain a daily log of Temporary Access Card issuance.  The log is subject to audit by the Security Department at any time.

Tenants, Customers, Contractors and Vendors

23.3 Upon approval by CNM’s Chief of Security or designee, a Temporary Access Card may be issued to a vendor or tenant. Expiration dates must be assigned to all issued Temporary Access Cards. Any person issued a Temporary Access Card is responsible for the cost of replacing the card if it is lost or stolen. As with employees and student employees, a log of Temporary Access Cards issued must be maintained and is subject to audit by the Security Department at any time. Contractors are provided access by the sponsoring department or the Security Department as needed.

Contractors

23.4 Contractors are provided access by the Security Department on a daily basis, as needed.

24. Definitions

ASSA Lock System

A high security keyway system and keys patented for CNM-use only. 

Building Master Key

Allows access to all exterior doors and inside rooms within a single building.  Security master keys are issued to Security employees only. 

Campus Key Coordinator

The employee designated by the Campus Administrator to control key requests, key distribution and key records, and input changes into the key database.

Custodial Key 

Allows access to custodial closets in a particular building.  These keys are issued to custodial staff only.

Department Key Coordinator

The employee designated by the department head to control key requests, and desk and file cabinet keys for their department.

Department Sub Master Key 

Allows access to all rooms within an individual department/floor in a specific building.  Department master keys are issued to the Campus Key Control Employee. The Director of Security must approve these requests.  These keys are to remain on campus in a secure key box and checked out on a log sheet.

Individual (Change) Key

Allows access to a single room or multiple rooms that are keyed alike. Typically issued to individual employees for their office or several offices that are keyed alike.

Key Box 

A locking storage box for all keys issued by the Security Department to Campus Key Control employees.

 

Employee ID Badge

A plastic card that functions as employee identification and as a key card used to gain access to a room or area that is locked with a card reading device. 

Key Inventory List 

A sorted printout of the Key Inventory Database listing the keys issued to employees in a particular area or department.

Mechanical Key

Allows access to mechanical areas, electrical panels, communications rooms and roofs of buildings for service personnel. These keys are issued to maintenance and telecommunications staff only.

Single Key Different 

Allows access to only one door, not on a building master system, for very special purposes only. A letter of explanation, approved by the department head and Security Director, must accompany the request.

Temporary Access Card

A plastic card issued by a department that functions as a temporary key card in order to gain access to a room or area that is locked with a card reading device.


Forms

Support Materials

Reference Materials

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