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Scope

To all University staff members, faculty and students who are issued keys to University buildings.

Reason for Policy

Other than during normal working hours, all buildings shall be locked in order to maintain the security of both the buildings and their contents.

Policy Statement

Staff members and students may be issued keys to University buildings upon the recommendation of the department chairman or administrative head and approval of the official in charge of the building, or designee, in accordance with established procedures.

Keys are issued for entry to University buildings for the purpose of conducting University business only.  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 responsible for any loss or damage to University property resulting from failure to do so.

Special assignment of keys, where needed, (such as to contractors, etc.) may be authorized by the campus Business Officer or the Director of Campus Facilities.

Return of Keys
All keys issued remain the property of the University and shall be returned under the following conditions:

For staff members:

• Upon transfer to another department or building.
• Upon termination of employment.
• Upon the request of the department chairperson or administrative head.
• Upon being granted a leave of absence without pay for a period of 30 or more calendar days; however, staff members granted such leaves may retain their key if they are authorized to have access to the building and/or office during the leave.

For students:

• At the end of the academic semester or period after which the keys will not be used for at least 30 calendar days.
• Upon the request of the department chairperson or administrative head.

Individuals transferring to another department or building may be issued new keys upon the recommendation of the new department chairman or administrative head and approval as defined above.

Transfer of Keys
In no case is a key to be transferred from one individual to another or to be obtained from any source other than from the University.  When any transfer or duplication of a key is made or used without University consent, the key shall be taken up and the individual(s) involved reported to the administrative head, dean, or superior officer for appropriate action.

Definitions

Accountabilities

Each campus shall be responsible for the establishment and implementation of regulations and procedures necessary for the assignment and control of keys to University buildings.

It is the responsibility of the appropriate department chairman or administrative head and official in charge of the building or his designee, to insure that all keys are returned under provisions above.

Additional Details

Forms

Related Information

History

Formerly Business Policy Manual 404 – Keys to University Buildings (revised 2/15/1990)

Procedure