Key Issue and Control
This section outlines the policy and procedures for the issuance and control of keys for campus facilities, except for Student Housing.
It is the intent of this policy to:
- Insure positive control of keys to the maximum extent possible;
- Issue keys on the basis of need to have access to the area or areas controlled by that key;
- Retrieve keys from faculty, staff and students who are terminating or transferring to another department or activity;
- Restrict keys issued for tighter security control; and,
- Maintain accurate and up-to-date records regarding the use of those keys.
C. ISSUANCE OF KEYS
Department heads are responsible for issuing and control of keys within their department. In addition, department heads are responsible for assuring that keys are collected from departing faculty, staff and students.
- The Department Head, or his/her designee, may request keys from Facilities Management.
- The Department Head, or his/her designee, may issue keys to employees and students, but must obtain the signature of the employee or student on a Key Issue/Return Form at the time the key is issued.
D. KEY RETRIEVAL
Academic and Staff Employees:
- Departments will be fully responsible for retrieving keys issued to employees. A Key Issue/Return Form will be prepared by the department for all termination's or transfers of employees and submitted to Facilities Management. Any charges incurred due to unreturned keys will be the responsibility of the department.
- If keys cannot be retrieved from a student, the department will inform Facilities Management in writing so that a “hold” may be placed on the student’s academic record until satisfactory arrangements have been made for the return of the keys. The department shall notify Facilities Management in writing when the key has been returned.
- All outdated/obsolete University keys are to be returned to the Facilities Management for disposal.
Facilities Management reserves the right to re-key doors and re-issue new keys to all holders of the old keys to a building or room if keys are not returned. Such re-keying and re-issuing of keys to other key holders for a building or room is at the expense of the department who does not return keys that they have been issued.
E. KEY SECURITY
- Keys that have not been issued must be stored in a locked receptacle kept in a properly secured area.
- Individuals must report loss or theft to their Department Head as soon as possible. The Department Head shall then immediately report the lost or stolen keys to Facilities Management.
F. RECORDS MAINTENANCE/KEY ORDERS
- Departments shall maintain accurate records of all keys assigned to the department, including names of individuals to whom keys are issued and dates of issue and return or loss.
- When departments vacate assigned space, keys will be returned to the Facilities Management.
G. PROCEDURES FOR OBTAINING KEYS
- Request for keys are submitted by the Department Head on a Key Request Form that can be obtained the department or Facilities Management.
- A normal processing period by Facilities Management of 48 hours can be expected before a key may be picked up.
- Facilities Management will call or email when key orders are completed. Departments must sign for keys on a Key Issue/Return Form when picking-up the keys.