Mary the Queen College (Pampanga), Inc (MQCPI)

FIRST EDITION Policy on Keys and Locks (PKL) I. POLICY STATEMENT

Effective: June 1, 2012 Supersedes: n.a.

Page 1 of 5 pages

This policy addresses the distribution of keys and the installation, repair and maintenance of locks in academic and administrative buildings managed by Mary the Queen College (Pampanga), Inc. The policy also addresses building and room lockout procedures for all MQCPI spaces under the jurisdiction of campus operations.

IMPORTANT: This policy is an internal document of MQCPI and as such deemed strictly confidential and private. Unauthorized replication or distribution of this manual regardless of purpose is prohibited and non-compliance shall be dealt with due process.

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APPROVED BY:

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Mary the Queen College (Pampanga), Inc (MQCPI)

A. Rationale

FIRST EDITION Policy on Keys and Locks (PKL) II. POLICY GUIDELINES
Effective: June 1, 2012 Supersedes: n.a.

Page 2 of 5 pages

1. This policy is intended to encourage a safe and secure work and academic environment by establishing: 1.1. Rules for building and room access after standard business hours 1.2. Procedures for addressing lost keys, lockouts, lock installation and repairs 1.3. Requirements for a centralized distribution of keys. 2. This policy is guided by standard building management security practices.

B. Accountability and Responsibility 1. The Administrative Group is responsible for managing this policy. The Administrative Group Head is responsible for formulating this policy. 2. The General Services Department (GSD) Head is responsible for the development and the GSD is responsible for the implementation of this policy. 3. The GSD is the central point of contact for requests concerning locks and keys. 4. The GSD will route requests to the Safety & Security Department (SSD), the accredited locksmith or custodians as necessary. C. Scope 1. Students, faculty and staff members of the MQCPI community. D. Key Distribution & Lock Installation / Repairs 1. All requests for new, additional and replacement keys and the installation and repair of locks are made through department/group heads. 2. Once a department/group head approves a request, he/she will contact the GSD to facilitate the request. 3. The GSD will, in turn, contact the accredited locksmith which completes the order and delivers the keys to the GSD for pick-up or installs or repairs the locks for the end user. All services of the accredited locksmith are chargeable with the exception of repairs or replacement to locks and door frames due to wear and tear. Keys and locks must not be made or installed by non-accredited locksmiths or other vendors unless at the request of and under the approval of GSD.

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Mary the Queen College (Pampanga), Inc (MQCPI)

FIRST EDITION Policy on Keys and Locks (PKL) II. POLICY GUIDELINES
Effective: June 1, 2012 Supersedes: n.a.

Page 3 of 5 pages

E. Authorized Key Holders 1. The Administrative Group Head determines who has access to which keys in a given building including internal rooms, restrooms, closets and, exterior entrances and gates. 2. The GSD Head is responsible for initial key distribution, requests for key duplication and rules for safe keeping of keys. 3. Authorized key holders are responsible for all the furniture, fixtures, and equipment that are within that facility/room. 4. Master keys are kept locked in the GSD office. 5. Authorized holders of keys include employees of GSD and the SSD during their work shifts, and those authorized by department administrators. F. Lost or Stolen Keys 1. Lost or stolen keys are to be reported to department administrators. 2. The GSD is responsible for ordering replacement keys from the accredited locksmith and for determining whether the security of the building, floor, or room has been compromised and new lock sets need to be installed. G. Lockouts and After School Hours Access 1. As a general rule of MQCPI, all doors & gates are to be locked at exactly 8:00 P.M. 2. Students, faculty and non-teaching personnel who wish to stay after 8:00 P.M. should accomplish an After School Hours Access Form (ASHAF) (Refer to Annex A) and secure approval from the Administrative Group Head. 3. In case of holidays or suspension of classes due to reasons that may not cause serious threat to the safety and welfare of an individual, students or MQCPI/HDG personnel can access the school premises by accomplishing the After School Hours Access Form (ASHAF) (Refer to Annex A) and approved by the Administrative Group Head. 4. The approved after school hours access form should be submitted to the GSD Assistant and to the SSD Officer. 5. This policy should be strictly observed at all times. Violation of this policy will correspond to sanctions as per existing Policy on Discipline (PoD). 6. Students, faculty and staff who are locked out of their buildings and/or rooms, should call the GSD Office at (045) 901 0625 or send a text message at 0927 781 7390. The message should contain necessary information regarding the exact location and name of the person involved.

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Mary the Queen FIRST EDITION FIRST EDITION Mary the Queen Policy on Keys and Locks (PKL) Effective: June 1,1, 2012 Policy on Keys and Locks (PKL) Effective: June 2012 College College Supersedes: n.a. Supersedes: n.a. (Pampanga), Inc (Pampanga), Inc II.III. REPEALING CLAUSE POLICY GUIDELINES Page 4 of 5 pages (MQCPI) IV. EFFECTIVE DATE Page 4 of 5 pages (MQCPI)
V. LEGEND
REPEALING CLAUSE All policies, guidelines and procedures inconsistent herewith are hereby revoked, modified or amended, as the case may be.

EFFECTIVE DATE This policy shall take effect on June 1, 2012.

LEGEND 1. 2. 3. 4. 5. 6. ASHAF GSD HDG MQCPI POD SSD After School Hours Access Form General Services Department House of David Group Mary the Queen College (Pampanga), Inc. Policy on Discipline Safety and Security Department

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Mary the Queen College (Pampanga), Inc (MQCPI)

DISTRIBUTION

FIRST EDITION Policy on Keys and Locks (PKL) VI. DISTRIBUTION II. POLICY GUIDELINES
June 1, 2012 Effective: June 1, 2012 Supersedes: n.a.

Page 5 of 5 pages

A. MQCPI 1. Execom 1.1. Office of the President 1.1.1. Human Resources Department 1.1.2. QMS Head (File Copy) 2. Mancom 2.1. Vice President for Academic Affairs 2.1.1. Program Coordinators A.2.1.1.1. Accountancy A.2.1.1.2. Business Administration A.2.1.1.3. Education A.2.1.1.4. Hotel and Restaurant Management A.2.1.1.5. Information Technology/Information Systems A.2.1.1.6. English A.2.1.1.7. Mathematics A.2.1.1.8. Social Sciences A.2.1.1.9. Physical Education & Sports A.2.1.1.10.Science A.2.1.1.11.Research 2.2. Administrative Group Head 2.2.1. College Registrar

2.2.2. General Services Department Head A.2.2.2.1. Property Management Head A.2.2.2.2. Purchasing Department Head 2.2.3. Marketing Department Head 2.2.4. Health Services Department 2.2.5. Chief Librarian 2.2.6. Printing Press Office 2.2.7. Safety and Security Head 2.3. Integral Formation Group 2.3.1. Guidance and Admissions Office 2.3.2. Theology Head 2.3.3. Office of Student Affairs Head A.2.3.3.1. Prefect of Discipline 2.3.4. Community Development and Outreach Program Head 2.3.5. NSTP Coordinator 2.4. Finance Group Head 2.5. MQC-Career Institute Executive Director B. HDIM-CSG-TQMD Head File

NOTED BY: NOTED BY:

Reynaldo S. David Special Assistant to the Chairman

APPROVED BY: APPROVED BY:

Michael B. Lapid President Susan David Nunga Chairman of the Board Teresa David Carlos Trustee

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ANNEX A AFTER SCHOOL HOURS ACCESS FORM Mary the Queen College (Pampanga), Inc. General Services Department

AFTER SCHOOL HOURS ACCESS FORM (ASHAF)

Requesting SGSD: _____________________ Inclusive Date/s: From: ____________ Inclusive time of extension: From: _____________ No. of Individuals staying: __________
(Attach a list of individuals staying)

To: ____________ To: _____________

Office/s to be used: _____________

Reason: _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ Prepared by: __________ Approved by: _____________ Received by: (GSD)_________ (SSD)_________
MQCPI-ADMIN-GSD Form (WHITE) Printed 01/2012

Distribution: 1 GSD 2 Safety and Security Department 3 Requesting SGSD

Mary the Queen College (Pampanga), Inc. General Services Department

AFTER SCHOOL HOURS ACCESS FORM (ASHAF)

Requesting SGSD: _____________________ Inclusive Date/s: From: ____________ Inclusive time of extension: From: _____________ No. of Individuals staying: __________
(Attach a list of individuals staying)

To: ____________ To: _____________

Office/s to be used: _____________

Reason: _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ Prepared by: __________ Approved by: _____________ Received by: (GSD)_________ (SSD)_________
MQCPI-ADMIN-GSD Form (WHITE) Printed 01/2012

Distribution: 1 GSD 2 Safety and Security Department 3 Requesting SGSD

Mary the Queen College (Pampanga), Inc. General Services Department

AFTER SCHOOL HOURS ACCESS FORM (ASHAF)

Requesting SGSD: _____________________ Inclusive Date/s: From: ____________ Inclusive time of extension: From: _____________ No. of Individuals staying: __________
(Attach a list of individuals staying)

To: ____________ To: _____________

Office/s to be used: _____________

Reason: _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ Prepared by: __________ Approved by: _____________ Received by: (GSD)_________ (SSD)_________
MQCPI-ADMIN-GSD Form (WHITE) Printed 01/2012

Distribution: 1 GSD 2 Safety and Security Department 3 Requesting SGSD