Keys

The following guidelines for key use and issuance have been formulated to provide for the protection of buildings and equipment.

1. Responsibilities of the Assistant Vice President for Facilities (or Physical Plant designee).
   1. Creating a keying system, in coordination with Physical Plant and University Police Departments, which will insure security and reasonable convenience to departments occupying campus facilities.
   2. Maintaining a central key control inventory and up-to-date records of keys assigned.
   3. Issuing all keys to faculty, staff and students (exception: student Residence Hall keys).
   4. Review all requests for rekeying locks.
   5. Maintain a file of lost keys as reported to the Department of University Police.
   6. Furnish to all personnel once a year, or as required, a listing of all keys issued, by name, room & key number.
       
2. Responsibilities of Department Heads
   1. Authorizing the issuance of keys to staff as necessary and in accordance with these guidelines.
   2. Reporting loss of keys to the Department of University Police.
       
3. Responsibilities of Personnel To whom Keys Have Been Issued
   1. Signing a key-issuance record.
   2. Maintaining security of a key issued.
   3. Reporting loss or theft of keys to the Department of University Police.
       
4. Special Security Keying And Changes Of Keying:
   1. Special security locks and keys for areas of special consideration may be permitted, with the approval of the Chief of University Police, with concurrence of Assistant Vice President for Facilities and the department head.
   2. No individual locks or keys may be used for space control, nor may locks be changed without prior approval of the department head, Assistant Vice President for Facilities and the Chief of University Police. Unauthorized locks will be removed.
   3. Areas approved for special locks or keys may only receive maintenance and custodial services by special arrangement.
       
5. Procedure For Obtaining And Returning Campus Keys:
   1. All requests for keys are to be submitted through the Physical Plant web-based Work Order System
   2. All key requests require the approval of the department chair/supervisor, Building Administrator and Assistant Vice President for Facilities (or Physical Plant designee).
   3. Persons approved for key(s) will sign a key issuance record for each key. This will be completed in the Physical Plant Maintenance Service Center.
   4. Upon transfer to another department, termination of College service or external agencies leaving the campus, all appropriate issued key(s) will be surrendered back to Physical Plant. This will be completed in the Maintenance Service Center.
       
6. Recovering Keys From Campus Personnel:
   To facilitate recovering campus keys, the Office of Human Resources will arrange for an exit interview with the individual leaving the employment of the College. During this procedure, all keys must be returned to the Office of Physical Plant.
    
7. Loss or theft of campus keys must be reported immediately to the Department of University Police
   1. The Office of University Police will maintain a file on lost keys.
   2. II. A lost key fee of $6.00 (non-refundable) will be assessed to students who lose any key to an academic or administrative area. In addition, students will have grades and/or transcripts withheld until all keys are returned or the lost key fee is paid.