'trans·port' || Good Word Guide

'trans·port' || Good Word Guide

'trans·port' || Good Word Guide

'trans·port' || Good Word Guide

KEY FORMS

Please fill out,  and have Department Head sign and date. Send completed report to Security Department

LOST KEY FORM

Name of person missing key(s):___________________________Department/room #:_______________

Missing key information

OFFICE/ROOM NAME	KEY CODE (IF KNOWN)	REMARK

Date of Key(s) Loss: ____________

Explanation of how loss occurred: _________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Date loss was reported to Security Department: ____________________

Department Head Signature:                                                                                             Date:

Individuals not complying with this procedure may be---Date keys were reported missing:
Location where keys were lost:  Location lost/stolen:

             Request for                                                            Keys

Requestor’s Name:___________________________________________

Unit/Department:____________________________________________

Unit Head (Print):___________________________________________

Unit Head (Sign):_________________________________________

Other required approval:_____________________________________

Phone:____________________          Date:_______________________

Room #/Description:                                                             Key #

                                                                                    (For Office Use Only)

__________________________________                 __________

__________________________________                 __________

__________________________________                 __________

I acknowledge that I have received the above requested keys

Date:_____________ Signature:________________________________

  

           Key Return            

                                                              Receipt

Name:______________________________________________________

Unit/Department:___________________________________________

Received By (Print):_________________________________________

Date:_____________        Signature:______________________________

Room #/Description:                                                          Key #

                                                                                (For Office Use Only)

__________________________________                 __________

__________________________________                 __________

__________________________________                 __________

I acknowledge that I have returned the above listed keys

Date:_____________ Signature:_______________________________ 
KEY REQUEST/ LOST/ STOLEN OR RETURN FORM

KEYHOLDER NAME:   ---                                            KEYHOLDER PHONE #:
POSITION:                                                                       DEPARTMENT:
EMPLOYEE / STUDENT ID #:                                     EMAIL ADDRESS
DEPT. CONTACT:                                                            CONTACT PHONE #




---()KEY REQUEST
All key requests require a Department Head signature. 
Generally, it takes about 3 business days to process a Key Request and make the key.
You will be called when your key is ready. Only the person for whom the key was requested will be able to pick it up unless
previous arrangements are made. A picture ID is required.
Department Head Name :          Date:        Ext:
Department Head Signature:               Date:

KEY INFORMATION

-Building Name
(Please do not abbreviate) -
-Building Room
-Key Number
If requesting a cabinet key, enter
numbers on the lock.
-HOOK # 
 (office use only)

---()LOST / STOLEN KEY REPORT
The above key(s) were lost or stolen on at/from
 .
Reports of lost/stolen keys are forwarded to: MAIL STOP
Dept. Head
Dean of the School
University Security 1291
Risk Mgmt. 1240
VP of Finance & Admin 1200
KEY RETURN
No signature is required. Please complete the information above & tape the keys to the form.
OFFICE USE ONLY
TRANSACTION COMPLETED BY DATE

Updated 
1-Key Receipt Form

The following keys were issued to _________________________ on __________.

                                                          Name                                       Date

List all keys:

1. two house keys

2. two mailbox keys

I understand that it is against Agency policy to have any of the above keys duplicated without written permission from the Executive Director.  I further understand that I am obligated to return all keys issued to me at termination of lease.

Tôi hiểu rằng đó là chống lại chính sách cơ quan để có bất cứ phím trên nhân đôi mà không cần sự cho phép bằng văn bản của Giám đốc điều hành . Tôi cũng hiểu rằng tôi có nghĩa vụ phải trả lại tất cả các phím cấp cho tôi lúc chấm dứt hợp đồng thuê.

____________________            ________________________

Tenant (Signature)                                      Manager/Owner
2-Lost Key Report Form
Please type this form, print, obtain required signature(s) and mail or fax to the Access Control Center
Reporters Information:
Name:  Department:   Phone:    E-mail:  Date:   
Person who lost key(s):
Last - First - Middle Initial
 Phone:


Key(s) Reported as lost:

Keymark is: 499A11 Serial # is: 1

Enter as: 499A11-1

Please provide a brief explanation as to(về, để) where, when and how the key(s) were lost. Please be as specific as possible:

Signature: Person who lost key(s)                       Signature: Key Coordinator
                                                                                             _________________________            _____________________                                              
Notice:

1. You may be held liable for the costs of rekeying all affected areas and the costs of replacement of all keys to the area.

2. No replacement keys will be issued until both this Lost Key Report and a Key Request Form are completed.
3,

LOST KEY FORM

ADMINISTRATION DEPARTMENTAL REPORT

To be filled out by person who lost the key:

Key Holders Name: ______________________________

Key Holders email adress: ___________________________ CWID Number: _________________________

Room Number(s): ___________________________            Key Number(s):  ______________________

Circumstances surrounding loss: __________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

To be filled out by department, lab supervisor or director as appropriate:

Recommendation or Comments _____________________________________________

Re-key Lock: No _____ Yes _____

If Yes: Account Number for charges given _______________________________________

Individual Fined: _________________________

To be filled out by Building Representative:

Ordered Replacement Key: No _____ Yes _____ - New Key Number: _________________

Date: ______________________

Total Charges (who, what, when etc): ______________________________________________________

_____________________________________________________________________________________

Notes: _______________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

Processed By: _______________________________  On: _________________________

** Attach any and all communications to the back of sheet and file **

4,

LOST OR MISSING UNIVERSITY KEY REPORT FORM

Reporting Person Information

__________ ____________         ______________________         ______________________

Last Name                                                  First Name                                                Department

______________________________________________       _______________        ______________________________________

Address                                                                             Room Number             Phone                                                             

Key Information

_____________________________         __________________________________________________________________________

Key Number                                         Area/Room Accessed By Key

_____________________________          _________________________________________________________________________

Key Number                                          Area/Room Accessed By Key                                                                                                                                                                                                                                     

_____________________________          _________________________________________________________________________

Key Number                                          Area/Room Accessed By Key                                                                                                                                                     

                                                                                                                                                                                   Details Regarding Lost / Missing Key:

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

I certify that the above information is true and correct _______________________________________________                       ______________________________ Reporting Person Signature                                                                        Date

UTA PD Departmental Use Only

______________________________            ________________________________          _________________________________ Date Reported                                            Time Reported                                             Call Taken /IC#

5,

KEY RECEIPT FORM

I,                                                                      , hereby accept the key(s) to                                                                                        and general classroom key number               . It is understood that I shall report lost or stolen key(s) within 24 hours; that I shall not duplicate any key(s) in any way or form; that I shall not lend this key(s) to any unauthorized personnel; shall pay a non-refundable charge of $25.00 for replacement of lost key(s); and, upon separation from College employment, my key(s) shall be turned in before my final paycheck is issued.

Employee Signature                                                                           

Date                                                                           

(A copy of this key receipt form is to be forwarded to the Manager of Facilities)

key12

residents are not allowed to have keys copied. are issued a key in accordance with the Lost Key Procedure

either a lock change or replacement key (this wi

ll depend on the circumstances

on how and where the key was lost).

Any key which is bent or fractured will be replaced at no charge to the resident.

Where a key has snapped in a lock which necessitates the call

-out of a locksmith

the cost will be met by t

he University.

Keys/fobs/cards will only be replaced free of charge if:

1. the key is broken or card chip becomes inoperable, but not due to negligence

of the owner 

1.      Duplication of Keys

No key will be duplicated except by approval and control of the Department of Public Safety.  The unauthorized duplication of University keys so adversely affects the security of persons and property that violations of this rule are considered serious and grounds for termination.

2.      Numbering System for Keys

1. An identifying serial number will be stamped on each key.  The serial number for each key will not identify a building, location or lock.

2. Only one key for a specific door will be issued to any one person.  Assignment of multiple circumvents any system of individual key accountability.

3.      Lost/Stolen Keys

1. Lost or stolen keys must be reported to the Department of Public Safety by the quickest means available.  An incident report will be completed and a copy of the report will be forwarded to the Key Control Manager.

2. When a key is lost, the locks will be modified to render the current key inoperative.  The lock core/cylinder will be replaced in the existing lock and the

3. New key will be issued to the owner.  Exceptions are only on approval of the Director of the Department of Public Safety.  (In dorms – NO EXCEPTIONS)

4. The fee for a replacement key will be $XX.00.  The fee will include the cost of the replacement core, key and actual labor charges.  A record will be kept of all individuals who have replacement keys.  Any subsequent loss of a key will result in a replacement fee of $XX.00.  The individual will be considered for disciplinary action on the third loss of a key.  In addition to the $XX.00 fee for the third loss of a key, a letter will be sent to the department where the employee works or to the parents of the student.  Subsequent losses will subject the individual to further disciplinary action.

KEY CONTROL

http://ihmmumd-m09-12.blogspot.com/2010/04/key-control-1_28.html
KEY CONTROL


1. Guest Room Key:
It is issued to the guest with the key card for identification. It has a heavy tag to discourage guest from taking it outside.

2. Sub-Master Section Key:
It is issued to room attendants and it can open 12-15 guest rooms which make up a particular section. It opens rooms that are not double-locked.

3. Floor Master Key:
It is issued to the floor supervisor and opens all the rooms on a particular floor which are not double-locked.

4. Master Key:
It opens up any guest rooms on any floor which are not double-locked. It is issued to the deputy house-keeper and executive house-keeper to enable them to carry out spot checks.

5. Grand Master Key:
It opens all guest rooms in the hotel even if they are double locked. It is kept with the duty manager and is used in the following circumstances: 

1. In the case of a fire for the purpose of a quick evacuation.
2. To open a double locked room, if there is no response for the entire day.
3. To double lock a door from the outside if:
4. The guest has requested for the room to be locked in this manner.
5. The guest has not payed his bill, and is suspected of being a skiper.
6. To prevent entry into the room in the case of an unusual incident like a theft or a murder.



• Electronic Key Card

Instead of keys, computerised encoded plastic keys are being increasingly introduced to increase room security. When the guest checks in, the receptionist prints out the plastic key card at the computer console so that all those using the room will have their own card. (The guest has to remember his room number as for security reasons this is not printed on the card.)
The computer is programmed to print out a different number each time. The number selected can be any number between one to several millions. The door lock is linked to the computer and will only open when the card with the new number is inserted in the slot. The new key card cancels all the previous information in the card.
No one can operate the console without an authorisation code asan added precaution. The console has security printers which 


• Key Control

Large number of of multipurpose keys are there in the housekeeping department which makes it necessary for a key control programme to be all strictly enforced. All effective key control systems will contibute:
1. Safe handling of Keys
2. Proper accounting of keys
3. Handling of lost or misplaced and damaged key cards.


Things to be done for an effective key control system
1. Each day, keys should be given to employees who have need for them by taking their signatures. They should properly return the keys at the end of each work day.
2. Keys must be properly counted at all times.
3. Workers should be provided with a way to attach kes so that they


• Areas of Responsibility of the Housekeeping Department

I. Guest Rooms/ Floors:
Room attendants and floor supervisors are responsible for the cleanliness, maintainence, and security of guest rooms and the surrounding areas.

II. Public Areas:
a) Front of the House Areas:
Lobby, shopping arcade, restaurants, banquet rooms, health club, swimming pool, recreation areas, parking areas and compound area.
b) Back of the House Areas:
Basement, all operating departments (except kitchen, which is cleaned by the kitchen stewards), service areas, staff locker rooms and offices. Cleaning of all public areas is usually done in the night.

III. Linen and Uniform Room:
HKD is responsible for its functioning, repairs, and renewing of linen and for maintaining proper inventory and stock records of all linen items. It includes room linen, restaurant linen, uniforms and soft furnishings.

IV. Laundry:
a) OPL (On Premises Laundry):
If the laundry is on the premises then the guest laundry from the rooms is directly collected and delivered by the laundry valet. However, all hotel linen is first collected in the linen room and then given to the laundry for washing.
b) Off Premises Laundry:
The laundering of both guest and hotel linen is done on contract by an external laundry. All the linen is collected in the linen room where it is dispersed to the laundry for washing. 

V. Shoe-Shine:
Resident guests are given this service by room attendants on a complementary basis. Some hotels may have a shoe-shine machine installed in the corridor. 

VI. Florist:
Could either be given out on contract or an employee of the HDK couold do the flower arrangement required for VIP rooms, executive offices, public areas and the florist shop. Any banquet requirement like back-drop for a wedding, etc is done on contract. 

VII Special Request:
Extra room complementaries and supplies, First-aid kit, hot-water bags, ice bags, thermometers, hair-dryers etc. Are given at no extra cost for guest use. A request for extra bed however should be routed through the front office since the guest would be charged for it.

VIII. Baby-Sitting:
If a guest makes a request for this facility, room maids may undertake to do baby-sitting after their regular shift or professional baby-sitters are arranged for by the House-Keeping 
Department. The guest is charged by the hour.

IX. Lost and Found:
Any guest article found in rooms or public areas is kept in the possession of the House-Keeping department till a guest makes a claim for it. Perishable – 24hrs, Valuables – 6 months to 1 
Year, Invaluable – 3 to 6 months.

X. Contract Services:
Pest control, carpet shampoo, laundry, landscaping, cleaning the outer facade of the building etc are some of the cleaning services that are done on contract by the House-Keeping 
Department.

XI. Refurbishment and Redecoration:
Refurbishment implies complete renovation where all the soft furnishings are changed and the furniture too may be changed or re-done. It is usually undertaken once in 3 to 5 years floor 
wise. Redecoration on the other hand is done on a need basis and when required.

XII. Any Special Decoration:
Parties hosted by the hotel eg – Christmas dance, New-Year ball, Navratri etc or Food Festivals which requires special decor is looked after by the HK dept in co-ordination with the 
Food and Beverage dept.

XIII. Purchase:
The executive Housekeeper is responsible for the purchase of cleaning equipments, cleaning agents, linen, soft furnishings, uniforms, room complementaries and supplies. All large chain hotels may have a central purchase department through which room supplies are obtained on a monthly or quarterly basis.

XIV. Budgeting:
Annual Budget is presented by the executive housekeeper in January for the forthcoming financial year. The factors to be considered while drawing the budget are; previous year budget + 10% inflation + refurbishment plans + any other capital purchase + expected occupancy.

XV. Duty rotas/rosters:
Shift timings and day offs of all the housekeeping employees is decided by the executive housekeeper.

XVI. Interview, Selection, Induction, Training and Performance Appraisals:
The executive housekeeper is responsible for the final selection and training of all the house-keeping staff. Performance appraisals are drawn up annually for permanent employee, quarterly for probation and monthly for industrial trainees. 






Additional notes on work order 
The floor supervisor informs the desk h/k about the maintenance jobs to be attended to which the desk h/k writes in the maintenance register and makes a work order in triplicate. The original copy is kept in the maintenance file with the desk house keeper and the other two go to the maintenance department. The maintenance engg, gives both these copies to the technician who is required to attend to this complaint. The technician proceeds to the respective floor and informs the GRA and opens the room & both the copies of work order are signed. After the work is done, the technician fills up the date and time against the work completed. One of these copies is given to the GRA/supervisor which is filed into maintenance report file. The other copy goes to the maintenance dept. for reference. 
AT YOUR SERVICE DESK:
Nowadays, there is a new trend of At Your Service Desk(AYS) which caters to various guest requests and complaints e.g. second service, AC not working, movie tickets, etc. 
Note Imp. Points:
Room occupancy report is prepared by floor supervisor whereas Room Status report is prepared by Desk housekeeper
Refer to notes for all Forms and Formats
Front of the house functional areas of hotel: Are areas in which the employees have extensive guest contact like FnB facilities and the front office
Back of the house functional areas of hotel in which employees have little or no guest contact such as engg. and maintenanence dept., laundry and so on.

Non-returned key policy  4.1. A fee for lost or stolen keys shall be established.  4.1.1. In the event that facility keys are lost or stolen, it shall be policy to re-combinate  immediately any cylinders accessible by the lost key(s).  4.1.2. All re-keying charges must be paid by department, individual, or company  responsible for losing the key.  4.1.3. Rekeying charges shall be determined by the number of locks operated by the  lost or stolen key(s).  4.1.4. If any individual has two or more separate incidents of lost, stolen, or nonreturned  key violations within a one-year period, key privileges may be revoked.

Keys shall not be transferred from one individual to another without proper authorization.