Key Control Policy
Purpose and Objective
The purpose of this document is to explain the policy for providing Key Control.
Scope
- This policy applies to all clients (including applicants, former tenants and existing tenants) who accept accommodation in properties owned or managed by Housing Plus
- This policy describes the organization’s objectives and policies regarding Key Control
Housing Plus will provide Key Control in accordance with:
- Residential Tenancies Act and
- The terms of the residential tenancy agreement
- Housing Plus policies
Both the tenant and Housing Plus have rights and obligations under the above Act, the residential tenancy agreement and Housing Plus policies.
Responsibilities
Executive
- Establish policy objectives
Management
- Develops policies and procedures to achieve policy objectives
- Coordinates and implements policy for Key Control
- Oversees training and ensures adoption by all employees responsible for Key Control
- Reviews policy and procedure on biannual basis to ensure compliance with legislation and adopts accordingly
Employee
- Understand and comply with Housing Plus policies regarding Key Control
Policy
The Housing Plus Key Control Policy provides the organisation and employee’s clear guidance of the management of all Housing Plus Property Keys and procedures to maintaining key records and work procedures in response to property key coordination. To achieve optimal key control procedures to reduce administration of property key coordination and storage
- Clients will be issued with two sets of keys for the property at the commencement of the tenancy and are responsible for the return of the keys at the end of their tenancy
- The Property Services Team will ensure that two sets of keys are available and that these keys operate the locks at the property.
- Where possible, Housing Plus will attempt to have all doors to the property keyed
- Where possible Housing Plus will attempt to have all window locks keyed
- Tenancy Services will ensure all keys are photocopied before being issued to a client. The resulting sheet will be signed and dated by both the client and the issuing officer.
- A copy of this signed sheet will be scanned and saved to the clients file and the client will also be issued with a copy of the signed sheet.
- If keys are lost or misplaced during the tenancy, the client is responsible for replacement and costs of the keys.
- If keys are not returned at the end of the tenancy, locks will be changed and the costs charged to the client.
- Housing Plus will only replace locks on vacant properties if an issue has been identified by the branch Tenancy Officer and confirmed in writing.
Storage of Keys
Any keys held whilst a property is vacant will be labelled with the property reference number and kept in a locked cabinet. There will be a locked cabinet/room available at each branch for this purpose.
A Key Control register will be operative at all sites, any keys removed from this cabinet must be signed for by the person removing the keys.
A lock box will be utilised so that contractors can gain access to vacant properties for maintenance & repairs. The Property Inspector for each region will be responsible for the management of the lock boxes and keys during vacant/void periods.
Updated – November 2018