Key and Access Card Information
-
The Key and Access Card Procedure is intended to provide general operating guidelines to protect school staff and their facilities while also ensuring authorized access to areas for the efficient use of these spaces. Implementation and administration of this procedure will be the responsibility of the Department of Security and Emergency Management (SEM) and the Facilities Department.
This work is envisioned to be a part of an overall strategy to provide our schools with the tools and processes necessary to succeed. An integral component of this program will be the Building Access Coordinator (BAC) (see related FAQ below). For example, the BAC would conduct an end-of-year check-out process that would allow us to collect teacher keys before summer break. This would help to ensure that summer school teachers get the keys they need, while we wouldn't needlessly make hundreds of keys for summer school. Our carpenters could then work on other tasks like installing white boards, ceiling and floor tiles.
Implementation of a district wide access control procedure would provide the following outcomes:
1. Increased safety and security for SPPS students, faculty, public and property.
2. Standardized access levels so school space uses are effective and efficiency.
3. Standardized tools and processes like BAC training, online key request forms and support.
4. Decreased operational cost.
5. Decreased liability.
FAQ: Building Access Coordinators (BAC)
-
1. How do keys get ordered?
The Head Engineer will order keys thru the Tririga work order system. The BAC can provide the Head Engineer the key #, person requesting it, and reason for the request and they will submit the order and deliver the keys to you.
-
2. Can I get a several extra master keys to give to substitutes and staff who use multiple rooms?
Because of the security risk, and the cost associated with rekeying a building if a master key gets lost or stolen, master keys will be given out on a very limited basis. All requests must be accompanied by a written request on school letterhead signed by the administrator; it will then be reviewed by the Facilities Department. Keys given out to substitutes should be a room key or department keys for the department they will be working in.
-
3. Teachers like to keep keys over the summer. Is this okay if they plan on being back in the fall?
No, for several reasons. This compromises security. Our experience is staff members often lose keys over the summer or they change buildings. Also the lock shop spends 100’s of hours before summer school starts and every fall cutting new keys. This reduces the time they can complete other work orders like installing white boards.
-
4. How do I collect keys then?
We're asking that principals communicate with their teachers and staff that they are required to leave their keys with the BAC. The BAC will be responsible for collecting and storing all keys at end of school year and redistributing them when school opens.
-
5. How do I store returned keys for the summer?
Call Facilities at 651-744-1800 and request small storage envelopes. Keep keys locked in a file cabinet of locked key cabinet.
-
6. What if someone refuses returning keys or makes a request for keys they shouldn’t have, do I need to be the enforcer?
As a BAC, you have support from your Principal and the Facilities Key & Access Card Compliance Unit. Report the problem to them, and let them be the enforcer.
-
7. How do I track who has keys?
Best practices have shown an easy and efficient way to do this is by listing all staff on an Excel spreadsheet and documenting the key # of any keys you have issued staff as well as card access level if other than from 6 AM to 6 PM. Upon issuance, all keys should also be tracked using the Key Receipt Form.
-
8. How do I get new staff member card access rights, or get access turned off when they leave?
All you need to do is email SEM the staff person name to request or remove access for them.
-
9. What about file cabinet and desk keys?
Currently, these keys are handled by the head engineer or one of the clerks. BAC's are not expected to track these like you do room keys.
-
10. Who determines who the BAC will be in each building?
The building administrator is ultimately responsible for all keys in their building. They have the authority to determine who will be the BAC. It is typically a lead clerk or head engineer.
