Keys and Locks
Key Control and Procedures
This policy will set forth the procedures for Institutional control of keys and the procedures for requesting keys. A functional and working key control system enhances campus security. It will ensure that the security of campus facilities is maintained through strict accountability for keys issued. Keys will be issued to faculty and staff on the basis of need, not convenience. The number of keys issued will be kept to a minimum. All key requests must be submitted via the eQuest system, following the procedures outlined herein. The issuance of campus Grand Master keys will require the approved signature of the Vice President for Business and Finance.
Main Campus keys will be issued through the Planning and Development Department and RiverPark Campus keys will be issued through the Plant Operations Department at RiverPark Campus. For the purposes of this document, the Planning and Development Department verbiage will be used but these Policies and Procedures will remain consistent for either key issuing location.
Key Issuance Procedures
- Submit an eQuest providing all information requested. The eQuest must be approved by the employee's departmental supervisor within the eQuest system.
- Student employees will be issued keys on an as needed basis with approval by their departmental supervisor. The department is responsible for the student's keys and will pay the replacement fee if keys are not returned upon employment separation of the student employee. Student keys will be issued through the eQuest system.
- The employee will be required to pick up Main Campus keys at the Planning and Development Department. RiverPark Campus keys will be picked up in the Plant Operations Department in the basement of Dillingham Building.
- Employees must sign for all keys received. The key holder must receive the key directly.
NOTE: For Master Keys, the VICE PRESIDENT FOR BUSINESS AND FINANCE will review the key request from the department seeking approval and approve or disapprove the request. If not approved, the request will be returned to the department where it originated. If approved, the Vice President for Business and Finance will send an email to the Planning and Development Department for verification.
Planning and Development Department
- When a key eQuest is received, advise the employee and any related/concerned parties about any special security concerns related to the key request.
- Collect the keys requested.
- Email the employee that the keys are ready to be picked up.
- Verbally advise the employee of the key policy and have the employee sign for individual keys.
Key Return Procedures
- •The terminating employee must process through the Planning and Development Department and obtain authorization for clearance as required by Human Resources. At the termination of an employee, if keys are missing, the individual will make arrangements to pay appropriate charges to the Planning and Development Department to obtain signature for final clearance. Appropriate charges are indicated on the original key issue form.
- Transferring employees must return all current keys to the Planning and Development Department. New keys will be issued as appropriate, following the procedures for issuance of keys.
Key Replacement Costs
- There is a key replacement charge of $ 5.00 per key for lost keys. When requesting replacement keys, the requestor must pay for lost keys in full before a new replacement key will be issued.
Planning and Development Department Responsibilities
- Create and maintain a keying system that provides structure and accountability for occupying campus facilities.
- Fabricate and issue keys that will provide access to campus facilities.
- Maintain current and accurate key records.
- Verify with University Police reports concerning the loss or theft of keys.
- Coordinate with the Carpentry Shop in Plant Operations to repair damaged or broken locks.
- All keys are property of the University. All keys are to be returned to the Planning and Development Department under the following conditions: termination, transferring from one department to another, by request of Department Head/Dean, contract ends or resignation.
- Keys checked out on "tamper-proof" rings shall not be removed from the ring for any reason.
- Keys shall not be duplicated except by the Planning and Development Department, no exceptions. Disciplinary action may be taken for any case in which a key holder attempts to duplicate any key issued by the Planning and Development Department.
- Keys shall remain in the possession of the key holder at all times. Keys shall not be loaned.
- Keys shall not be used to open doors for anyone other than the key holder unless authorized and supervised.
- Keys are to be issued and used for official University business only.
- Keys shall not be used for any purpose other than that in which it was issued.
- Department Heads/Deans are not authorized to approve key requests for areas of campus in which he/she is not responsible.
- Damaged or broken keys are to be reported to Planning and Development Department immediately (or on the next business day).
- •Keys may be checked out to venders if a campus representative for the contractor provides proof of need. Keys checked out to venders shall be returned on the same business day unless authorized by a signed agreement with the campus representative. Circumstances that require a non-employee to have keys over a period of time will require a campus representative to sign for the keys and he/she will be held responsible for their safe return. All contractors and/or vendors requesting keys for a "day" must get them from Plant Operations.
- Except in the case of an emergency, the University Police Department will NOT unlock a building, room, or any other locked door on campus to provide access for an individual who has been locked out. In addition, the Planning and Development Department is not authorized to unlock doors for ANYONE. We have no way of knowing or verifying who should or who should not have access to a particular room or building.
- Each department is responsible for establishing a procedure for and identifying an individual(s) to contact in the event of a lockout.
Lost and Found Keys
- All lost/stolen keys must be reported to the University Police Department within 24 hours and a copy of the report forwarded to the Planning and Development Department. If lost keys are returned to the Planning and Development Department, University Police must be notified to clear their reports.
- Any keys found should be returned to University Police or the Planning and Development Department immediately.
Residence Life Office
- The Resident's Life Housing Office is responsible for the issuing and control of the keys for the Resident's Life dorm and room doors.