This document establishes procedures governing the issuance, care and security of all keys (mechanical and electronic) and access codes provided to employees of Knox County Schools. Physical security is the responsibility of all employees; therefore, this procedure is applicable to all employees, and exceptions to these procedures can only be made in writing by the Director of Schools. 

Knox County Schools uses both traditional mechanical keys and locks as well as electronic keys or proximity cards (prox cards). Access to and responsibility for all keys (mechanical and electronic) and access codes will be treated similarly. Employees issued any of these will be responsible for securing them at all times and ensuring that they are neither loaned nor shared with anyone. Keys will not be left unattended or in an unsecure location, and individuals who lose control of keys or access codes may be held liable for the cost of actions required to mitigate the loss or the security risk associated with the loss and face disciplinary action. 

ISSUING AUTHORITY AND GUIDELINES 

The Director of Maintenance and Operations, with the advice and counsel of Principals and the Assistant Superintendent of Operations, will authorize the issuance of individual keys to personnel where a need for access to the area in question can be demonstrated.  

The district locksmiths will be responsible for issuing all keys as approved by the Director of Maintenance and Operations. The lead locksmith will maintain a detailed record of all keys issued and a complete inventory of all keys on hand. Administrators and district level staff personnel will sign for their keys directly from the district locksmith. Keys will not be passed from outgoing to incoming personnel. All departing administrators or district level personnel will return keys directly to the locksmiths or hand deliver to the Maintenance and Operations Office for reissue to newly assigned personnel.  

Teachers will generally be issued keys to their individual classrooms or other areas of the school for which they hold direct responsibility (i.e. athletic facilities, store rooms and administrative or common areas). Principals, assistant principals, and head custodians will generally be issued building level master keys. District Maintenance and Administrative Central Office personnel may be issued grand master keys based on their need for access to facilities.

BUILDING LEVEL KEYS

School principals and site administrators will sign for key sets for their sites from the district locksmith on form MO-146, except for School Nutrition, Security, and Custodial keys. They will in turn be responsible for issuing the keys to individual users by completing form MO-146. The completed form should be sent to the district locksmiths and a copy retained at the site until the keys are returned. Any changes in key assignments are to be reported to the district locksmiths on form MO-146 at the time of reassignment. Keys are to be returned to School Administrators or Department Supervisors at the end of each school year, unless teachers are assigned to additional school duties or an extended school contract. These keys will receive a 100% inventory at least annually and at any time administrators are reassigned. Maintenance or Property Management will conduct random audits of keys throughout the year. Outgoing school administrators should coordinate with the Maintenance Department the return of their assigned keys for proper reassignment. When administrators are reassigned, the locksmith and/or Property Management Department will jointly inventory all keys with the incoming and outgoing administrators and all discrepancies will be resolved. If the outgoing administrator is not available to conduct the inventory, the Director of Schools will appoint a disinterested party to represent the outgoing administrator. After the inventory is complete, the key sets will then be issued to the new administrator and the new administrator will be responsible for issuing to building level users, except for School Nutrition, Security, and Custodial users. Individuals with unassigned/unauthorized keys will have those keys confiscated. 

LOST OR STOLEN KEYS 

Any person losing a key(s) must notify the school principal or their direct supervisor immediately (by telephone or in person) to ensure against the compromise of the system. The principal or direct supervisor must submit a work order to request a replacement key. The employee will then be sent a link to complete a form and submit payment online via the KCS MemberHub website. 

REPLACEMENT COSTS  

Interior/Classroom Keys: The cost for replacement of the mechanical classroom/interior key is $10. Payments should be made online through the KCS MemberHub Online website. No cash will be accepted.

Building Master/Exterior Keys: The cost to replace an Interior Master key is $100 and an Exterior Master/Cliq key is $150. Upon receiving notice of a compromised area due to lost or stolen keys, the Director of Schools may also require the following or other actions that may be determined appropriate actions:

1. Replacement of all affected cores 
2. Re-issue of keys to open the new cores 
3. Invoicing the responsible individual for the total materials cost for affected cores  

In extreme circumstances, the Director of Schools may act to reduce the loss or cost to an individual employee. Any mitigation of cost to the employee shall be detailed in writing and provided to the Director of Maintenance and Operations for proper archiving.  

PROXIMITY CARDS  

Proximity cards may be issued to any employee who has a need to access a facility.  Unlike keys, proximity cards can be programmed to provide access only on specific days at specific times.  Employees needing proximity cards will be assigned a card with a predetermined access profile that most closely meets their needs.  

School Principals or the Principal’s designee will be responsible for managing proximity cards of staff members assigned to the school with the exception of School Nutrition, Security and Custodial personnel. Department Supervisors will be responsible for managing proximity cards for their assigned personnel. This includes performing an annual inventory at the start of each school year to ensure that cards are properly assigned and issued to staff members. Maintenance will provide a list to assist with this annual inventory. In addition to cards assigned to specific staff members, building level principals (or their designee) may request a quantity of “substitute cards” that may be issued to substitute teachers on a daily basis to facilitate their movement about the school. Schools with portable classrooms may receive a quantity of “hall pass” cards to be requested by and issued at the discretion of the Principal. Systemwide staff members will be issued a single card with systemwide travel access. These cards must be requested by the first director in the staff member’s chain of supervision. 

Individual school staff members shall annually be issued proximity cards, and they will confirm receipt of the cards by signing for them on an inventory or property receipt register provided by the Knox County Schools Maintenance and Operations Department.  

Proximity cards will be deactivated at the end of each school year.

At the beginning of each school year, proximity cards will be reactivated for returning staff members. 

Reporting Lost or Stolen Cards:   

Please notify the Maintenance and Operations Department by calling 865-594-3633 or by sending an email to securityaccess@knoxschools.org immediately. Once notified, the card will be deactivated to prevent unauthorized access. If the card is found before a replacement card is issued, the card can be re-activated. Once a replacement card is issued, no refund will be provided for the cost of a replacement card. The cost to replace a card is $10. Payments should be made online through the KCS MemberHub website (link will be provided in response to email request). 

Requesting Additional Cards During the School Year 

To request additional cards, school principals must email securityaccess@knoxschools.org and request the appropriate action including the new employee’s first name, last name, employee number, access level (see options below), and a photo. The photo must have been taken in the last 6 months with a plain background, showing the entire head, face, and shoulders. Photos that are selfies or have filters will not be accepted. 

Level 1-24 Hour: 7 Days a week 
Level 2-18 Hour: 7 Days a week - Access from 6:00 am to 12:00 am 
Level 3-14 Hour: 5 Days a week - Access from 6:00 am to 8:00 pm 
Level 4-9 Hour: 5 Days a week – Access from 7:00 am to 4:00 pm 

18-hour and 24-hour access cards should only be issued to personnel who have access to arm/disarm the security system. There are a limited number of slots for users to have security codes. Using these prox cards does not disarm the security system. 

ACCESS CODES  

Access codes are to be requested by email at securityaccess@knoxschools.org or by submitting form MO113. Access codes will be approved by the Maintenance and Operations Department. Principals and Department Supervisors are to maintain an accurate list of personnel with access codes at all times. This list should be reviewed and verified a minimum of once per year. Principals and Department Supervisors are to notify Maintenance and Operations via email at securityaccess@knoxschools.org of any changes in an employee’s access or employment status. 

RETURNING KEYS AND PROXIMITY CARDS AT END OF EMPLOYMENT  

At the end of employment with Knox County Schools (retirement, termination, resignation, etc.), School Nutrition, Security, and Custodial employees must turn in Proximity cards and keys to their department supervisors. All other employees must turn in their Proximity cards and keys to their building level administrators or direct supervisor. All departing administrators or district-level personnel must return Proximity cards and keys directly to the locksmiths or hand deliver to the Maintenance and Operations Office. 

Failure to adhere to the requirements in this procedure could result in progressive discipline.