Key Lock Box Access Policy

Purpose

To facilitate secure and convenient access to St John’s community centre (“the centre”), this policy establishes procedures for the use of a key lock box, ensuring that keys are accessible only to authorised users.

This policy applies to all individuals granted access to the centre through keys stored in a secure key lock box.

Policy Guidelines:

1 Access Authorisation:

·        Access to the key lock box is limited to users who have been pre-approved by the centre’s trustees

·        Authorised users must complete an access request form and agree to the terms outlined in this policy.

·        The access request form can be found on our website at xxx or email xxx to obtain a copy

·        If you are a regular user of the Community centre, you will only need to complete the access request form once

2. Key Lock Box Use:

 • The key lock box will be located at the front of our building and will remain locked, except when keys are being accessed by authorised users.

The access code to the lock box will be provided to authorised users and must be kept confidential.

• Users are responsible for ensuring keys are replaced in the lock box after use, and the lock box is securely closed.

• The code will be changed 1st of each month and new code will be provided to users.

 3. User Responsibilities:

·        Keys accessed from the lock box must be used solely by the authorised individual and for the intended purposes within the centre.

·        Users must ensure all doors are securely locked upon entering and exiting the facility and the security alarm is switched on existing the centre

·        Any changes to access needs or contact information should be promptly reported to the trustees

·        Failing to return the key to the lock box can result in suspension of access privileges and any future bookings may get cancelled by the trustees.

4. Reporting and Security:

·        Any issues with the lock box or unaccounted access must be reported immediately to the centre’s trustees

·        In the event of a forgotten access code or security breach, users must notify trustees for further instructions.

 5 Policy Violations and Consequences:

·        Misuse of the key or facilities can lead to financial liability and ban from future access.

·        Sharing the lock box access code or allowing unauthorised access will result in immediate revocation of privileges ·       and potential legal action.

6. Policy Updates:

·        This policy may be revised as necessary. Users will be informed of any changes by email

Acknowledgment:

By using the key lock box, users agree to abide by this policy and maintain the security and integrity of the community centre.

Access application:

If you would like to be considered for access to the lock box please fill in the form located here:

https://forms.office.com/e/wdZDVfZs9f

 For any questions about the policy, please contact: [email protected]