Access to Buildings and Rooms - BCTC Key Policy
Responsible Unit(s)
- Finance and Operations (Safety and Security, Maintenance and Operations)
- Advancement and Organization Development (Campus Administrators)
Building Access After Hours
Most campus buildings are secured by alarm systems which must be disarmed upon entrance, and reset when leaving. Contact the campus security officer for instructions and training. Access to BCTC facilities is restricted based on established campus operating hours. Key personnel (i.e. maintenance and operations (M&O), housekeeping, security, and campus administrators) will be issued keys and security codes for after-hours access. If access is needed for a particular event or reason outside of normal operating hours, an access card and security code may be provided to the parties in need for temporary use. After-hours access must be approved by the dean and vice president of the requesting area, the Dean of Operations, and the Vice President of Finance and Operations. After-hours access rights will only be granted to individuals who have completed security alarm training.
| Campus | Security Office Phone Number |
|---|---|
| Cooper | 859-246-6794 |
| Georgetown | 859-246-6356 |
| Leestown | 859-246-6834 |
| Newtown | 859-246-6659 |
| Danville | 859-246-6877 |
| Lawrenceburg | 859-246-6815 |
| Winchester | 859-246-6573 |
Opening of Rooms
Monday through Friday, M&O, housekeeping, and/or security officers open the buildings and regular classrooms. They do not open labs, shops, or computer rooms. On weekends, security officers are charged with opening and closing the campus buildings and classrooms.
Science laboratories and industrial training shops are the responsibility of the appropriate program coordinator and assistant dean. Science laboratories and industrial training shops may contain hazardous chemicals and equipment which pose a threat to human health and safety. These rooms are to be locked and the power centrally turned off when the instructor is not present to supervise their use. Unsupervised students and children are not permitted in these rooms. The rooms are to be opened and locked by the instructors/coordinators. M&O, housekeeping, and security officers routinely check to make sure the doors are locked when not in use.
Computer labs are also a concern for the college. They likewise are to be opened and locked by the instructors/coordinators and should not be left open outside of class hours.
Room and Building Access Guidelines
All questions concerning access to buildings or key distribution should be referred to the Dean of Operations or the appropriate administrator. The following are basic policies regarding building and room access and key distribution:
- Access is limited in order to maintain reasonable security to college facilities.
- The supervisor of the person requesting the access/key (associate dean level or above) must approve any request.
- Issuance is based on level of need in order to perform one's job duties. The request should be specific as to why the individual needs the access/key. Failure to provide this information may result in the request being denied.
- Keys and/or building access are not issued to part-time, temporary, or adjunct personnel. The program coordinator or assistant dean may request a key in their own name for adjunct use and will remain responsible for the key. At the end of the class/semester, the program coordinator/assistant dean must collect all keys to reissue to the next groups of adjuncts. The coordinator/assistant dean will remain the signer for the keys.
- All keys and access cards issued must be returned to the security office upon termination of employment. The return must be verified by the immediate supervisor and Human Resources during the exit interview process.
- Any person receiving a key must pick up the key in person and sign a key agreement that will be kept on file in the security office.
- If the employee's work area changes, all keys for the area are to be returned to security.
- Keys are not transferable and may not be passed on to other employees. If keys are no longer needed they must be returned to the security office in accordance with the requirements of this policy.
- Master keys, and similarly master level card access, are restricted to only specific positions outside of facilities and operations staff (dean level or higher), and must be approved by the Dean of Operations, the area vice president, and the vice president of finance and operations.
- College keys may not be duplicated for any reason. If additional keys are needed, follow the key issuance procedures as noted.
- Lost or stolen keys or access cards must be immediately reported to the department dean and the security office.
Key Request Procedures
The procedure for requesting keys varies depending on which campus is involved.
- All key requests are to be made by completing the BCTC Key Request Form with the supervisor and area dean's signatures; and submitting to the Dean of Operations.
- Entrance to buildings is primarily through the access card system. The access card can be requested by completing the BCTC Request for Access Control Proximity Card Form with the supervisor and area dean's signatures; and submitting to the Dean of Operations. Entrance keys are restricted to key personnel and are requested using the BCTC Key Request Form.
- A database is maintained for information on specific keys and doors, and who has possession of keys and access cards.
- Keys are made on site at the Leestown campus and should be available within 5 days.
- All key requests are to be made through the Dean of Operations using the UK Key Request Form available on the BCTC website. Complete the "Key Holder" portion of the form and indicate the particular key required. Send the form, by e-mail, to john.brumley@kctcs.edu.
- Keys for the Cooper campus are made by the UK Key Shop. The Key Shop maintains a database for all Cooper campus keys and key holders.
- All key requests are to be made to the regional campus administrator by e-mail.
- The campus administrator will determine the necessity for the key and approve/disapprove based on BCTC policy.
- Once the key is approved, the security officer will provide the key, acquire the signature on the key agreement, and maintain the key database.
- Keys for the regional campuses are made by an outside key provider at the request of the security officer as needed.
