In our ongoing commitment to campus security, the process for requesting a key is carefully controlled to ensure that access is granted only when absolutely necessary. As a supervisor, you play a critical role in maintaining this security. Here’s how you can request a key for your direct report:
1. Understand the Importance of Security
Keys are among the most protected resources on our campus. Granting access through physical keys is a decision that carries significant responsibility. Our primary goal is to maintain the highest level of security while ensuring that employees have the access they need to perform their duties effectively.
2. Explore Alternatives First
Before considering a key request, please explore whether access needs can be met through an ID access card. In many cases, an ID card can provide the necessary entry while maintaining a higher level of security. If the ID card solution does not suffice, only then should you consider requesting a key.
3. Submit a Key Request
As a supervisor, you are the only person authorized to request a key for your direct report. The request process is as follows:
1. Complete the Key Request Form: Provide detailed information about why the key is necessary, specifying the areas that require access and explaining why an ID access card will not meet the employee’s needs.
2. Review by Human Resources: Once submitted, the request will be forwarded to Human Resources for an initial review. HR will assess its necessity and ensure it aligns with our security protocols and the employee’s job requirements.
3. Approval by the Church Administrator: After HR reviews the request, it is sent to the Church Administrator for final approval. This step ensures that the key request is in the best interest of the organization and that all security considerations have been addressed.
4. Campus Operations Handling
Once Human Resources and the Church Administrator approve the key request, it will be forwarded to Campus Operations. Campus Ops is responsible for issuing the key and ensuring that access is limited to the minimum necessary for the position.
5. Employee Acknowledgment and Responsibility
Before the key is issued, the employee will be required to sign a form acknowledging receipt of the key and accepting responsibility for its safekeeping. This form will outline the procedures for reporting a lost or stolen key and the consequences of failing to do so promptly.
6. Key Distribution and Security Reminders
Once the key is issued and the form is signed, it is crucial that you, as the supervisor, remind your direct report of the responsibility that comes with holding a key. Stress the importance of security and ensure they understand the procedures for reporting a lost or stolen key immediately.
7. Ongoing Access Review
Regularly review the access needs of your direct report. If at any point the access is no longer necessary, you must return the key to Campus Operations to help maintain campus security.
Conclusion
By following these steps, you help ensure that our campus remains secure and that access is granted only when truly necessary. Remember, the fewer keys in circulation, the higher our overall security. Please exercise caution and discretion when requesting a key for your direct report, and always prioritize security in your decision-making process.