Facilities Management Key Issuance Policy

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     The Facilities Management Department has an instituted policy to provide adequate building security for persons and property through the control of keys issued, to assure appropriate access to work areas by employees in buildings on campus, and to allow unrestricted access by Security and selected Facilities Management personnel to all campus areas for reasons of security, safety and health.

Final approval for keys will need to be granted by VPs and approved Directors and/or Department Deans. Keys to any area outside of an employee's designated work area will only be issued upon approval from the appropriate Department Dean or VP. All requests for keys must be in writing, be approved by the appropriate parties, and clearly explain the need for the key.  Please keep in mind that requesting a key does not necessarily mean guaranteed approval of a key.

Facilities Management will not issue keys directly to students, including student employees. Only under special circumstances may a VP, Dean, Director or Department Chair be issued a key to place temporarily under the control of a student employee. The key will be included on the requestor’s key inventory card and he/she will be held responsible for its return.  If these keys are not returned at the end of a semester, the room and/or area may be subject to a lock change(s) and appropriate fees will be assessed to the department.

Upon issuance, all keys must be signed for in the Facilities Management Office, where a record of keys will be kept and maintained. The person to whom the key is being issued must be the person who signs for the key to ensure an accurate key inventory.

A department will be charged for replacement of a lost or missing key (and if necessary, core change) or failure to return an assigned key; this does not include bent or broken keys, which will be replaced at no cost. A replacement key will not be issued until a report of a lost or missing key has been filed with the Security Department. A copy of the report must be attached to the replacement key request.

Upon change of assignment or resignation, all keys must be returned to Facilities Management immediately in order that his/her record is cleared. Assignees should not give his/her key to their supervisor or their replacement. If a faculty, staff member or student fails to return his/her keys, the department will be billed for each key not returned, as well as the cost for changing the locks and issuing new keys.

There may be no transferring of any College key from an individual entrusted with its possession to an unauthorized person. No person may duplicate or request the unauthorized duplication of a College key. Keys in the possession of unauthorized persons may be confiscated.

Periodically, Facilities Management will perform physical inventories of keys. Keys found missing at that time will be subject to charges. Any extra/unnecessary keys will be retrieved.

A more detailed version of the Key Policies and Procedures is available upon request. If you have any questions about the key issuance policy, please feel free to contact the Facilities Management Office at ext. 6620.