Operating Policies and Procedures Manual

Effective Date: 07/01/91
Policy Number: 04-15
Section: Facilities and Services
Subject: Keys to University Buildings

POLICY
  1. Other than during normal working hours, all buildings shall be locked to maintain the security of both the buildings and their contents.
  2. Faculty, staff, graduate assistants and students may be issued keys to university buildings upon the recommendation of a dean, vice chancellor or the chancellor via a signed requisition submitted to Facilities Management.
    1. Keys are issued for entry to university buildings for the purpose of conducting university business only.
    2. An authorized individual entering or leaving a locked building shall not permit an individual to enter who would not normally be permitted to enter the building during the hours it is locked.
    3. An individual entering or leaving a locked building shall be responsible for securing the door and may be responsible for any loss or damage to university property resulting from failure to do so.
    4. The loss or theft of any key should be reported immediately to the appropriate administrator who in turn will notify Facilities Management and University Police.
    5. Keys which are found should be forwarded immediately to Facilities Management.
  3. Assignment of keys to non-university personnel (construction workers, contractors, auditors, etc.) is authorized by the Assistant Vice Chancellor for Facilities Management.
  4. It is the responsibility of the administrative head or department chair to assure that keys from departing staff, faculty, graduate assistants or students are returned to Facilities Management. All keys issued remain the property of the university and shall be returned under the following conditions:
    1. Upon transfer to another department or building,
    2. Upon termination of employment, or
    3. Upon the request of the department chair or appropriate administrator.
  5. Master keys shall not be issued to any person below the level of dean, or an administrator responsible for a building, except by specific approval of the AVC for Facilities Management.
Revised on January 19, 2009.