Policy & Procedure
KEY LOG: • A key log must be properly maintained at the Front Desk area along with the control of the Master Key. • Associates must sign for their keys. • A witness must initial and note the actual time the keys are issued as they are being issued. This is not a timekeeping mechanism; it is a way to track the time period when keys are in use. • The same person who originally signs the keys out must sign the keys back in (keys cannot be passed from one associate to another). • When the keys are returned, a witness must initial and note the actual time in the log at the time the keys are returned. Key logs CANNOT be filled in after the fact. • Key logs must be maintained for six years, as they may be needed to defend the hotel against litigation. • A sample key log can be found on SharePoint under Policies, Procedures and Resources/Operations/SOPs/OPS SOP 800-04.1 EMERGENCY PANELS: • Emergency panels used to manage the fire alarm system must be locked if they are accessible to guests or non-trained associates and managers. • Noted exception to the “keys must be signed in/out” principle: Members of the senior management team or Executive Committee may maintain their keys in a lock location within their office or locked desk drawer and are not required to use a dual lock key box. They will be required to sign an acknowledgment form that they are personally responsible for the keys. These positions include: o General Manager o Assistant General Manager o Director, Accounting o Director, Sales & Marketing o F&B Director o Director, Event Sales o HR Director o Executive Housekeeper o Chief Engineer HOUSEKEEPING KEYS: • All Housekeeping managers will follow the SOP for master key procedures described above. • All Supervisor, Room Attendant, Houseperson and Public area keys will be kept in a single locked key box in the Executive Housekeeper’s office. • Housekeeping keys will be signed out and back in daily. They will be reconciled by the closing housekeeping manager/supervisor. • A master key log will be maintained by the Chief Engineer. • Floor master rings will be issued by Housekeeping management to the Room Attendants in the morning while breaking out the house. • All keys must be signed out and in with a witness. o If a Supervisor, Room Attendant, Houseperson, Public Area Attendant loses the key they are using, they must report it immediately to their manager. If the key is not found, a cancel key for the key lost is to be made and the manager/associate will need to go to every guest room and closet door and deactivate that key for each lock. LOST KEYS: • When a guestroom electronic key or a non-guest hard key is lost by an associate in the hotel, they are to immediately notify their manager and the MOD of the lost key. The MOD must take immediate action as follows: • Unless the lost electronic key is immediately recovered, a cancel key for the key lost is to be made and the manager/associate will need to go to every guest room and closet door and deactivate that key for each lock. • Security should be notified, dispatched to the guestrooms involved, and maintain watch until locks have been re-keyed. • Areas affected by a lost hard key should be re-keyed with a new cylinder or the lock set replaced by engineering as soon as notified. • In the event a key with high level access is lost, the building must be re-keyed as soon as the loss isconfirmed. • Security incident reports will be completed in either situation with corrective action noted. • Where the notified MOD was not the GM, then as soon as the protective steps have been put in action, the MOD must inform the GM of the loss and the actions taken.
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