Issuance and Control of Campus Keys (B-15)
Original Implementation: Unpublished
Last Revision: January 29, 2013
The security of the university is the responsibility of several departments on campus. First, the University Police Department is responsible for the overall campus security. Second, the various department chairs are responsible for their respective areas. Third, the Physical Plant Department is responsible for providing a sound, secure area.
A vital part of this system is the lock and key system of the university. Other than during normal working hours, all campus buildings will be locked. Faculty and staff may be issued keys to university buildings upon the request of the department head responsible for the building or area of the building.
An authorized individual entering or leaving a locked building shall not permit any individual to enter who would not normally be permitted to enter the building during the hours it is locked. An authorized individual may have guests so long as the guests stay in the proximity of the faculty or staff member having the assigned key and the authorized individual assumes full responsibility for their presence.
An individual entering or leaving a locked building shall be responsible for securing the door and may be held liable for any loss or damage to university property resulting from failure to do so.
In residence halls and other facilities with card access systems, employees shall use the appropriate card key to gain access rather than bypassing the tracking system by using hand keys.
Each department head will be responsible for the issuance of keys to the employees in their area of responsibility and will be responsible for the level of security in that area. The Physical Plant will only issue keys to individuals at the written request of the department head. It will be the responsibility of the department head of each area to maintain a record of who has been issued keys and to collect keys from departing employees.
Physical Plant will make keys based on a written request but will not deliver keys through the mail. The keys will be delivered to the requesting department for distribution. If a key is lost or stolen, it should be immediately reported to the employee’s supervisor, the Physical Plant and to the University Police Department. Failure to report lost or stolen keys in a timely manner may result in disciplinary action up to and including termination.
Duplication of university keys is strictly forbidden. If a duplication of a key is made without university consent and the individual is identified, the key will be recovered and the individual(s) involved in duplicating keys shall be reported to their administrative supervisor for appropriate disciplinary action up to and including termination.
Employees shall not loan or transfer keys to anyone. The person to whom a key has been issued shall be held responsible for the use of that key until it has been properly returned to the Physical Plant. The individuals involved in loaning keys shall be reported to their respective administrative supervisor for appropriate disciplinary action up to and including termination.
Any person found to be in possession of an unauthorized key shall be liable for its use and subject to disciplinary or legal action. Unauthorized keys shall be returned to the Physical Plant Department immediately.
Alarm Systems are available to departments through the University Police Department. Physical Plant is not responsible for the installation or maintenance of alarm systems.
Physical Plant is responsible for the maintenance and upkeep of doors and locks to campus buildings. However, loss of integrity of lock systems due to loss of keys or inadequate record keeping at the department level is not the responsibility of Physical Plant. Physical Plant will re-key areas at the request of the department responsible, but there will be a charge for this service.
University Police Department is responsible for locking and unlocking buildings and for determining the hours that buildings will be open. Requests for special events, schedule changes, etc. should be directed to the University Police Department.
Requests for keys must be approved by the department head or their designee for the specific area. Requests may be mailed, "walked through," or submitted via the Physical Plant webpage by using the online work request system. The lock shop is open for service calls from 7:00 a.m. to 4:00 p.m., Monday through Friday. If a locksmith is not in the shop, Physical Plant will page a locksmith to return to the shop for immediate service.
Cross Reference: None
Responsible for Implementation: Vice President for Finance and Administration
Contact for Revision: Director of Physical Plant Department
Board Committee Assignment: Buildings and Grounds