Key User Agreement

• Access Requests:
o Manager/Assistant Manager level or above requests keys by making a DPS request through JIRA
o Employee title should be part of request
o Request by area of need for access on a regular on consistent basis, not by key designation. Based on requested areas DPS determines what key designations to issue
o Approval: Director approves access request
o **IF access is requested to area within another department outside of Director’s jurisdiction, Director in other area of access approves the request as well

• Keys Issued:
o The goal is to issue appropriate access for team members to areas they need to do their job on a regular basis. Multiple keys can be issued, as each door has its own individual key available
o DPS will issue keys based the director-approved access the manager has requested for their team member using the least amount of keys possible, without compromising access to areas not required on a consistent basis.
o GMAs should be avoided, as they open everyone’s private offices, laundry, HR, tool rooms, etc. and if lost compromise all areas not just a few. Multiple masters or combination of master's and individual room keys better approach than GMA. A GMA should only be issued where an employee needs access to all areas regularly or when there wouldn’t be time to get the area owner to open the space. In this rare case the GMA issuance must be approved by the VP Mountain Ops or the President and COO.
o Issuance of a GGM Resort Master must have 2 executive approvals
o There will be cases where requested areas don’t get issued- for example if someone requests a lodge key to get in that gets here at 7-8AM there’s no reason to give them that key as the employee door is open at 5:30
o In the event the Director and DPS aren’t aligned with the requested keys, the VP of Mountain Ops or COO and President will make the decision on what to issue.

• Current Key Inventory Initiative
o DPS is attempting to get key inventory accurate and make sure people have the access they need. Often people have redundant keys that can be collected or perhaps have inherited keys to other areas they have no need for and can give up if they have no need.
o During the inventory process if it appears the employee has keys for areas outside of their regular or consistent need, their Manager/Director/VP will be contacted for verification of need before access is changed.

• Key Collection
o When an employee leaves the company, their keys must be collected by their manager. If keys are not turned in or are lost, the employee’s department will be charged a $25 IDT for each missing key. If an area must be re-keyed to be secure there will be additional labor charges
o If an employee changes job positions, their keys should match the need of their new position in line with this policy. There should be a new request and appropriate key adjustments will be made within a few weeks of the position change
o Managers will be given an inventory of keys issued

• Other Facts:
o Keys have a cost. $4-$5 per key plus the time to cut them, number them, and put in the system and issue. Changing locks is very expensive and labor intensive.
o If you do have an area master key or a GMA and are entering an area that’s not specifically your own you should:
 Knock First
 Open the door slowly.
 If you are entering an area that is not part of your oversight you should have agreed upon consent with the area owner that you will be using your key to access the area when they are not present and should only access the area without prior discussion and consent if there is an urgent need to do so. If you accessed a space without prior agreement for an urgent need you should inform the space owner after the fact, so they are aware.


By signing this form, I confirm that I have read and understood the terms outlined above.

I freely and voluntarily give my consent to participate in the activity, program, or service described. I understand the responsibilities, requirements, and any potential risks involved.

I accept the terms and conditions of this agreement and agree to comply with all related rules and policies. I understand that I may withdraw my consent at any time by contacting the Public Safety Manager, recognizing that doing so may affect my ability to continue with the related work duties.