The purpose this procedure is to provide the guidelines for access to University owned and leased facilities by keys and cards to provide appropriate access to authorized individuals; to facilitate timely access in case of emergency; to enhance personal safety for all members of the University community; and to secure the moveable physical assets of the University. It is the University’s intent to continue to evaluate new technologies and to implement those that are most efficient, user-friendly and cost effective.
All University facilities, currently equipped with a lock and key system, will be accessible by the University Master Key and Lock System. Off-master locks will only be authorized for specifically identified sensitive areas that require special security control. Such areas will be jointly determined by the Directors of Public Safety and Facilities Management along with the requesting Department Head.
With the issuance of keys, individual University employees will be issued the following:
All keys are the property of the University. It is a violation of this University policy for any employee to attempt to duplicate keys issued by the University. Only the Facilities Management Department (FMD) is authorized to duplicate keys. Keys issued will be marked with a distinctive stamp.
NOTE: Duplication of keys by an outside locksmith is strictly prohibited.
II. ISSUANCE, CONTROL AND RESPONSIBILITY FOR KEYS
The FMD is responsible for installing, maintaining, servicing, replacing and updating all locks used to secure University facilities and property. This responsibility includes the design of lock systems, maintenance and service to locks, issuance of all keys, and maintenance of cores, keys and records. No outside locksmith may perform work at the University without prior approval of the Director of Facilities Management.
Individual room or area keys will be issued to University employee’s upon request from the appropriate unit administrator (Vice-President, Dean, Chairperson, Director, or their designee) in accordance with the key issuance authorization procedure outlined herein. Keys or access codes will be issued to individuals by name and he/she will be solely responsible and accountable for such keys. Spare keys will not be issued.
The responsible Vice-President, Dean Chairperson and Director or other unit head or designees, may obtain building keys or keys to one or more areas within a building through the key issuance process described herein. Such keys will be issued only if there is a need for access to multiple areas for performance of assigned duties and responsibilities.
Person(s) to whom the key is assigned must immediately report loss or theft of keys to Public Safety.
Obsolete and unneeded keys will be returned to the FMD for disposal. Individuals are responsible for returning keys to the FMD prior to separation from the University or due to a change in work assignment
III. ACCESS BY NON-UNIVERSITY PERSONNEL
For non-university personnel (e.g., long-term contractors) that have an ongoing need for access to University facilities, the FMD will provide appropriate keys as needed upon completion of the key request process.
In cases where there is no ongoing need for access (e.g. telephone service, electricians, etc) to University facilities, vendors and contractors will obtain keys for temporary use from the Work Controller in the FMD office. The Facilities Controller will notify Department designees when temporary key issuance for respective areas is needed.
IV. FACULTY/STAFF KEY AND ACCESS CODE REQUEST PROCEDURE
(A) Request for Room or Area Keys or Access Codes
(B) Administrative Approval of Request
Step 1. Requestor
Step 2. Requestor’s Supervisor
Step 3. Maintenance Work Control Center (Facilities Office)
Step 4. Lock shop
NOTE: Deans, Directors, and Department Heads may refer to Section A.
(C) Lost or stolen keys
(D) Disposition of Obsolete, Recovered or Unneeded Keys
Facilities Service Department
Maintenance Building- Room 0101
Attn: Work Controller
NOTE: Even if the same number and type of key is to be re-issued to a subsequent employee, the recovered key(s) must be returned and then reissued via the Key Request Procedure outlined in Section (B) of this document.
(E) Unlocking Rooms