IS-1412 Access Control

Table of Contents

Introduction
General Roles and Responsibilities
1. Security Department
2. Physical Plant Department (PPD) Lock Shop
Key and Lock Procedures (Excluding Employee ID Badges)
3. Key Requests
4. Issuing Keys
5. Lock Requests
6. Lock Repair and Replacement 
7. Requesting Alternative Locking Devices
Process Controls for Keys and Locks
8. Restrictions on Keys
9. Key Request Approval Levels
10. Key Inventory Database
11. Reporting Lost or Stolen Keys
12. Returning Keys
13. Key Record Audit
14. Duplicating Keys
15. Transferring Keys
16. Temporary Keys
17. Miscellaneous Keys and Locks
Employee ID Badge Procedures
18. Access Privileges for Employee ID Badges
19. Replacing a Lost or Stolen Employee ID Badge
20. Temporary Access Cards
21. Definitions
Forms
Support Materials
References Materials

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 administers the employee ID badge access cards at CNM. The Security Department is responsible for the following: 

1.1.1 Conducting employee ID badge audits.

1.1.2 Investigating lost or stolen keys and employee ID badges.

1.1.3 Coordinating with PPD Lock Shop for approvals.

1.1.4 Sub-master keys on each campus.

2. Lock Shop 

2.1 The Physical Plant Department Lock Shop administers the key and lock systems at CNM. The PPD Lock Shop is responsible for the following:

2.1.1 Issuing keys.

2.1.2 Maintaining and updating a College-wide key inventory database of critical key information.

2.1.3 Maintaining the key inventory/signature card file.

2.1.4 Conducting key control audits.

2.1.5 Installation, removal and servicing of CNM door locks and door locking mechanisms (with some exceptions for certain electrical lock mechanisms).

2.1.6 Housing master keys.

2.1.7 Evaluating requests for new or alternative lock and security systems.

2.2 Employees should report malfunctioning or broken locks or locking devices when they occur to the Physical Plant work order desk at 224-4565 or by filling out a Footprints form. 

2.3 Only the PPD Lock Shop can issue keys.

2.4 PPD Lock Shop maintains a current key list for all campuses. The key list includes:  employee ID number, name of key holder, department, key number, date issued, signature.

Key and Lock Procedures (Excluding Employee ID Badges)

3. Key Requests

3.1 Employees may request keys through their department head. 

3.2 New, replacement, duplicate and/or temporary keys are requested by contacting the appropriate department head who will complete a Key Request/Replacement Form and submit the request to [email protected]. Requests for keys must have the appropriate level of approval before being submitted to the PPD Lock Shop. Each request will be reviewed by the Lock Shop and the Chief of Security for final approval.   

3.3 A key inventory/signature card is completed for each employee who is assigned a key. The card contains an acknowledgement of responsibility and lists each key the employee checks out. Key inventory/signature cards for all campuses are kept on file in the PPD Lock Shop.  

3.4 All pieces of a damaged/broken key must be turned in to the PPD Lock Shop with a key request/replacement form before new keys are issued. 

4. Issuing Keys

4.1 The PPD Lock Shop issues keys after receiving and approving a key request/replacement form.

4.2 Individuals shall be present to sign for and receive key(s) at the PPD Lock Shop.

5. Lock Requests 

5.1 Lock requests are made by completing a request for services form in Footprints and submitting it to the PPD Lock Shop for approval.  Upon approval the request is sent to Facilities for a work order assignment and then to the Lock Shop.

6. Lock Repair and Replacement

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

6.2 Broken or malfunctioning door locks must be reported immediately to the PPD Lock Shop via Footprints or phone (505) 224-4565. After normal business hours call (505) 224-3002.

6.3 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. 

6.4 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. 

7. Requesting Alternative Locking Devices 

7.1 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 Chief of Security or designee.

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

7.3 Chains or cables and padlocks may be used on fences, gates and storage areas so long as a key is provided to the PPD Lock Shop.  After normal business hours call (505) 224-3002 if assistance is needed. 

Process Controls for Keys and Locks

8. Restrictions on Keys

8.1 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. 

8.2 Keys are issued only for the locations identified on the key request/replacement form.

8.3 If the key is to open multiple locations, all such locations must be listed on the key request/replacement form.

8.4 PPD Lock Shop must issue keys in person to the individual who is named on the key request/replacement form.

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

8.6 Building sub master and master keys are issued only to the Security and Maintenance Departments.

8.7 Exterior building keys are not issued under any circumstances.  Security is custodian of key card access to all exterior building keys. 

9. Key Request Approval Levels  

9.1 Key Level of Approval:  

1. Department Master Key – The Chief of Security
2. Individual (Change) Key – Department Head: Executive Team member, Dean or Director 
3. Mechanical Keys - Physical Plant Director  
4. Custodial Keys - Physical Plant Director/Department Head

9.2 The Lock Shop in coordination with Security must approve key requests prior to issuing/cutting the key(s).

10. Key Inventory Database 

10.1 The PPD Lock Shop maintains records of keys in a database. The database identifies every department, campus and employee who has been issued keys.

11. Reporting Lost or Stolen Keys

11.1 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.

11.2 To replace lost or stolen keys, the supervisor of the employee must complete a key request/replacement form and submit it to the PPD Lock Shop at [email protected].

11.3 The locks that the lost keys opened should be re-keyed.  To re-key a lock, the department must send a request for services via Footprints to the PPD Lock Shop for approval.  

11.4 The department requesting services must provide a cost account number for replacement keys and re-keying of locks. An employee who loses a single lock key may be required to pay a $30 replacement fee.   

12. Returning Keys

12.1 Keys that are no longer needed for the performance of duties, limited term projects or temporary building access should be returned to the PPD Lock Shop. 

12.2 All employees who are exiting CNM or transferring to another department must return their CNM key(s) to their supervisor or PPD Lock Shop. Supervisors will return keys to Human Resources or the PPD Lock Shop.

13. Key Record Audit 

13.1 At the request of the Chief of Security, or designee, the PPD Lock Shop may conduct an audit on the key control records or key box at any time. 

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

14. Duplicating Keys

14.1 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.

15. Transferring Keys

15.1 Employees may not transfer keys from one to another. The key(s) shall be returned to the PPD Lock Shop and the proper process must be followed for another employee to request the same key.

16. Temporary Keys

16.1 Occasionally, a private contractor, external auditors, or tenants may be on campus for an extended period of time and will need access to various areas to complete their work.  In these situations, the hosting department supervisor must complete a key request/replacement form requesting that the necessary key(s) be issued to the contractor, auditor or tenant.  The contractor or auditor will not be issued exterior building keys. 

16.2 Employees who have forgotten to bring keys to work are not issued temporary keys but must rely on their department personnel or the Security Department for access during normal business hours.  After normal business hours, contact Security at (505) 224-3002.  Proper identification will be required to gain access into a building or room.

17. Miscellaneous Keys and Locks 

17.1 Certain keys and locks are not inventoried, stored, tracked or maintained by the PPD 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.

17.2 Unlocking or servicing these locks is requested by completing a Lock Shop service request via Footprints.

17.3 Copies of these keys may be obtained by submitting a key request/replacement form to the PPD Lock Shop at [email protected]. The PPD Lock Shop may need the original key in order to make a copy.

Employee ID Badge Procedures

18. Access Privileges for Employee ID Badges

New Employees

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

18.2 Human Resources is responsible for issuing employee identification badges.

Ongoing Employees (Excluding Student Employees)

18.3 If an employee’s access privileges need to be changed, the department head shall notify Human Resources and HR will initiate a workflow for the requested change.

Employee Separations 

18.4 A separating employee shall turn in their employee ID badge to their direct supervisor or the Security Department at Main Campus. The employee’s supervisor will turn employee ID badge into Human Resources or the Security Department. The separating employee’s ID badge will be deactivated and destroyed.

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

19. Replacing a Lost or Stolen Employee ID Badge

Employee

19.1 Notify your direct supervisor, and the Security Department immediately if employee ID badge has been lost or stolen. If the ID badge was stolen, an incident report will be completed by the Security Department.

19.2 Employees whose ID badge was lost or stolen must contact Human Resources to obtain a new ID.

Security Department

19.3 Disable the lost or stolen employee ID badge immediately.

20. Temporary Access Cards

Employees

20.1 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

20.2 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

20.3 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 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.

21. Definitions

21.1 ASSA Lock System – A high security keyway system and keys patented for CNM use only.

21.2 Building Master Keys – Allows access to all exterior doors and inside rooms within a single building. Building master keys are issued to Security and Maintenance employees only.

21.3 Custodial Key – Allow access to custodial closets in a particular building. These keys are issued to custodial staff only.

21.4 Department Sub Master Key – Allows access to all rooms within an individual department/floor in a specific building.

21.5 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.

21.6 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. 

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

21.8 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.

21.9 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 Chief of Security, must accompany the request.

21.10 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

• IS-2004, Employment Separation