I. ISSUE PROCEDURES

A. The Physical Plant and Facility Planning Department is responsible for facility key
control. A proprietary key system and computerized key control methods are used to
enhance facility security by restricting key availability as well as monitoring each key
authorized, issued, and returned. Keys are restricted to LSUHSC-S employees,
graduate students, and approved contractors. Only one key per person per room door
will be issued.

B. For an employee to be issued a key, his/her department must submit a Request for
Building Keys form. This form can be found on the Physical Plant web site:
www.sh.lsuhsc.edu/physplant. Authorized agents must sign the key request as follows:

Hospital:

1. Department Head
2. Hospital Administration

Medical School:

1. Department Head
2. No additional signatures for keys issued within the department. Keys required
for other departments must be approved by the Associate Dean’s office.
3. Requests for medical school master keys should be approved by the Associate
Dean’s office. If request is for a hospital employee, approval by Hospital
Administration is also required.

Animal Resources:

1. Department Head
2. Director of Animal Resources. This includes room keys and elevator keys B3,
B4, B5, B6 and B7.

Cancer Center:

1. Department Head
2. Director of Oncology Services

Allied Health and Mollie Webb:

1. Department Head
2. Dean, School of Allied Health Professions

ACC & WCC:

1. Department Head
2. Director of Ambulatory Care Division Clinics
3. Hospital Administration

Eye Clinic:

RN Clinical Coordinator

Clinical Research:

Department Head/Director of Clinical Research Administration

Key requests for buildings not listed here should be approved by the department head
or designee.

C. The key request must contain the name and employee I.D. number of the person to
whom the key is to be issued, room number(s) to which access is required, and section
and phone number of the employee. The key request is then forwarded to Physical
Plant and Facility Planning, Key Control, Room #235.

D. Each request will be reviewed by Physical Plant Administration for compliance with key control policy, safety, and security.

E. The employee will be notified when the key is available for issue. Keys that are not
picked up within ten working days will be returned to file, and a new request must be
submitted.

F. The requisition person must present their medical center identification badge in person at the key control office and sign for each key issued.

G. The Key Control Clerk will update the computer record for the person being issued
keys.

II. TURN IN PROCEDURES

A. All keys are to be returned to Maintenance Control when terminating employment or
transferring between departments or sections.

B. Key Clerk will run a computer report to identify all keys issued to the employee.

C. Employee will surrender all keys and/or be assessed a $25.00 per key charge. The fee can be paid by the employee at the Accounting Cashier's Cage, or by the department via an Internal Transaction.

D. When records are satisfied, the Key Clerk will sign the clearance form releasing the
individual.

E. The Key Clerk will update the computer record.

III. KEYS ISSUED TO CONTRACTORS

A. Keys may be issued for a specified period of time to contractors working on site if
approved by Physical Plant Director, Associate Director, Assistant Director, or Facility Maintenance Manager 3. Keys that access the Power Plants must be approved by the Utilities Plant Superintendent.

B. Keys issued to contractors:
1. For a period of one week or less, key records will be maintained manually by
Key Control Clerk.
2. For periods greater than one week, computer records will be maintained.

C. If the key is not returned before the specified period of time has lapsed, the
contractor’s employer will be notified to return the key. If the employer is unable to
return the key, they will be billed $25.00 per key not returned. Any proceeds obtained
from lost keys will be deposited at the Accounting Cashier’s Cage.

IV. ELECTRONIC LOCKS

Card access electronic door locks are being installed in certain areas of the hospital
and medical school. This is the Schlage Computer Managed Locking System. These
are not to be confused with the wall mounted card access reader pads. To gain access
to an area, the key request form will be completed as it is for keys. Insert “CM Series
Electronic Lock” in the space marked “Other.” The authorizing agent is the Department Head or designee.

V. SPECIAL LOCKING REQUESTS

If upper level administration determines that an area needs to be secured beyond
normal standards, the Director of Physical Plant should be contacted. The area locks
will be rekeyed and the area will not be accessible by department or grand master
keys.

No keys will be issued to these areas without upper level administrative approval.
This includes the UPD department.

A change key will be maintained in the Physical Plant Key Control Office.
This special keying will remain in place until the administration which requested the
security instructs Physical Plant Key Control to reinstate the regular keying
procedures.