Policy & Procedure
Non-Guest Key Control Policy
SOP#
800-04
Effective Date
2/10/2016
Revision Date 2/16/2023
Department
Operations
Category
Safety & OSHA
Scope
Policy for control of non-guest room keys
POLICY:
The purpose of this document is to outline procedures to ensure that all hotel staff follow strict guidelines in dealing with master keys and that these procedures are adequately controlled so staff and guests are kept in a safe and comfortable secure environment. All employees should review the entire policy upon orientation and sign the acknowledgment form provided.
MASTER KEY PROCEDURES:
Only the following positions are to have the ability to encode master, zone, lock out, and e-keys:
• • • • •
General Manager
Assistant General Manager
Director of Operations
F&B Director Chief Engineer
• Note: Larger properties may need to amend this list.
Key Levels: •
Grand Master Key can open all locks including double locked doors. One copy is kept on the fire department ring, and one copy is issued to the General Manager, Assistant GM, Executive Housekeeper, and ChiefEngineer. • Engineering key is programmed to open all electronic locks but not to open doors with secondary locks engaged. • Director and/or Executive Housekeeper/Housekeeping Manager keys are to be programmed to open all guest room and storage/linen room closest locks. • Supervisor, Room Attendant, Houseperson, Public Area keys are programmed to open all guest room and storage/linen room closet locks. They are to be signed out and signed back in daily. • F&B will receive an electronic key if the hotel is equipped with meeting space and/or if the club lounge is equipped with an electronic lock. Room service may need a key to deliver orders or amenities to guest rooms. Room service key is to be programmed same as the Housekeeping Supervisor key. • Lock out key is used by the MOD to secure a room and prevent entry. o All keys will be programmed to expire in 6 months. Note: The below can be encoded for 12 months. ▪ General Manager ▪ Assistant General Manager ▪ Director, Accounting ▪ Director, Sales & Marketing ▪ Director, Event Sales ▪ HR Director ▪ Executive Housekeeper/Director of Housekeeping • The above positions may maintain possession of both electronic and hard keys if locked in their office or locked desk drawer. Keys ARE NOT to leave the property. • Keys are to be signed in at the end of their shift with a witness. • Keys must be maintained on the person. • No passing of keys without first logging in and out with a witness. • A master key control log must be maintained, updated routinely, and inventoried annually. • All key rings must be sealed and numbered. • Guestroom keys only may be made by front office personnel as assigned in their job duties. • Portable programmers are to be locked in a double locked box and signed in/out by the Engineering or Security team when needed. Property is to keep a spare portable programmer at all times. • Contractors may need electronic keys from time to time (i.e. Ecolab extermination, renovation project manager etc.). Keys must be coded with their name and an expiration limited to their time at the hotel. These contractors are to sign the AH Key Control and Privacy Policy acknowledgment forms (OPS SOPs 800-03 and 800-04).
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