Key Policy and Online Request
USC Aiken uses the Best Key Lock System. The system consists of individual lock keys, sub-masters, and masters. Keys are made and managed by the Operations Division. Keys are distributed and collected by the USC Aiken Maintenance Department within the Operations Division.
- Proper key control is critical to campus security and keys will only be issued after receipt of a completed USC Aiken Key Request Form with the appropriate signatures. USC Aiken Key Request Forms are submitted to the Department of Operations.
- Requests for individual lock keys require the signature of the requesting individual‘s immediate supervisor and Department or Unit Head.
- Requests for sub-master and master keys require the signature of the requesting individual’s immediate supervisor and the appropriate Associate or Vice Chancellor.
- For people working directly for the Chancellor, the Chancellor’s signature is required.
- Keys being issued to full-time faculty and staff must be picked up from and returned to the Maintenance Department, Room 105 in the Supply and Maintenance Center on Monday, Wednesday, and Friday between the hours of 1:00 and 4:00 PM.
- The Maintenance Department will maintain a file of key request forms documenting keys issued and returned. The file will document the key number, what the key is for, who received/returned the key, the signature of the person being issued/returning the key and date, and the signature of the Maintenance Department representative validating the return.
- The full-time faculty or staff person that will be using the key must sign for the key in the log.
- Unit/Department Heads will request, sign for and be responsible for keys that are to be used by part-time employees and students that require a key to effectively perform their duties.
- A Unit/Department file, (like the one maintained by the Maintenance Department for full-time faculty and staff), should be used to document part-time employee or student key status.
- All keys issued are subject to periodic audit.
- Keys issued to full-time faculty or staff must be returned to the Maintenance Department as a part of the checkout procedure or anytime the key is no longer required. Part-time employee or student keys must be returned to the issuing Unit/Department when the key is no longer required by person receiving it.
- The individual who signed for the key must return the key and sign the appropriate key return paperwork.
- Full-time faculty and staff will receive a copy of the original USC Aiken Key Request Form with validation by the Maintenance Department representative receiving the key that the key has been returned.
- Unit/Departments should develop a similar return validation system for part-time employees and students.
Responsibility for Key Control
- Each individual issued a key is responsible for control of that key. Immediate supervisors are responsible to ensure subordinate keys are returned when the subordinate no longer requires them.
- The Maintenance Department will maintain the hard copy key file.
- The Operations Department will maintain a master computerized database documenting key assignments and the overall keying system, and a key locker.
- The Operations Division will also be responsible for making and destroying keys, and for documenting those actions.
- Lost keys must be reported to USC Aiken Public Safety as soon as possible once the loss is discovered.
- Requests to replace lost keys must be submitted using a USC Aiken Key Request Form with all of the originally required signatures and a detailed explanation concerning the loss.
- Lost keys will be replaced at a cost of $25.00 for each individual lock key and $50.00 each for all other keys unless an Associate Chancellor, the Vice Chancellor or the Chancellor grants a waiver.