HPL Facility Keys - Updated Policy & Procedure

From: Davidson, Veronica - HPL

Sent: Wednesday, January 07, 2009 7:49 AM

To: HPL - All Employees

Subject: HPL Facility Keys - Updated Policy and Procedure

Hello Everyone -

The HPL Policy Committee was recently asked to review Policy and Procedure 2.2, relating to facility keys. The assignment and stewardship of facility keys is a significant responsibility. The policy needed to be revised to provide better guidelines for how to manage this responsibility and to reflect changes in technology and the organization. Members of the Cabinet reviewed the draft policy and offered revisions. The Executive Leadership Team did the same, and approved the policy on Monday, January 5^th. Below are the revision highlights of this policy and procedure.

· All employees are provided more detailed instructions on the process of submitting a key, cardkey, gate remote and security alarm pass code request:

· Old Policy – Requests for all Houston Public Library locations must come from the appropriate supervisor.

· New Policy – Neighborhood Library Administration will submit requests for Neighborhood Library Staff. Appropriate Chief or equivalent will submit requests for staff at Jesse H. Jones or Julia Ideson Building. HPL Express Administration Manager will submit requests for staff at HPL Express locations. All other staff will contact the Planning & Facilities Division to request these items.

· Specific instructions are provided for part-time employees:

· Old Policy – Part-time employees are not discussed.

· New Policy - Part-time employees at Neighborhood Libraries will not be issued keys, cardkey, gate remote or security codes. All exemptions must be determined by the Chief of Neighborhood Libraries and reviewed by the Assistant Director of Planning & Facilities.

· All employees are provided more detailed instructions on the process for reporting a lost key, cardkey, and gate remote:

· Old Procedure – Employees who lose these items must immediately report the loss to Facilities Management and complete an Incident Report.

· New Procedure – The employee is instructed to complete an Incident report within two business days via email which will automatically route the loss to Supervisor, Planning & Facilities Division, Security Management Division/General Services Department and Director’s Office. A loss of a key, should receive at a minimum a Level 2 reminder according to the Positive Performance Program guidelines.

· Upon separation of employment, employees are provided more detailed instructions on the process for returning key(s), cardkey, and gate remote:

· Old Procedure – Upon separation of employment, it will be necessary to turn in all items at the Facilities Management Office.

· New Procedure – Upon separation of employment, it will be necessary to turn in all items to one of the following responsible areas, as appropriate: Immediate Supervisor, Human Resources Division, or Planning & Facilities Division. Items will then be forwarded to the Security Management Division, General Services Department.

· New Employee Exit Form was created.

You can review the entire policy and procedure by visiting the library’s intranet site, at https://hplnet.hpl.lib.tx.us/. Once there, choose Forms and Documents/Policies and Procedures. The new policy and procedure is under the Planning & Facilities tab, Policy 2.2 and Procedure 2.2.

I hope you will take a few moments to review the documents on the intranet site. Feel free to email me if you have any questions.

Policy Committee Members:

· Veronica Davidson, Communications Division, Chair

· Regina Stemmer, Public Services

· Mike VanCampen, Central Services/Public Services

· Emmanuel Merenini, IT

· MyTesha Tates, Administration

· Ophelia Cespedes, Human Resources/Administration

· Sandra Fernandez, Communications Division

This email was approved for distribution to all HPL employees by Greg Simpson, Assistant Director, Communications Division.

Veronica T. Davidson

Houston Public Library

Communications Division

500 McKinney

Houston, TX 77002

832-393-1335

***This e-mail contains the thoughts and opinions of Veronica Davidson and does not necessarily represent official Houston Public Library policy.***