Lock & Key Policy	No. 5-44	Rev.
		Date: 9-14-99

OLD VERSION

I. INTRODUCTION   The objective of this policy is to provide a reasonable level of security for the University and, at the same time, allow as much freedom of access as possible to the campus community  

II. DEFINITION   A. Deposit: Money paid to WSU Cashier when the first key is issued to an individual. This is a one-time fee and will not increase with the issuance of additional keys. The deposit will be refunded when the key is returned.

B. Key: All access devices - keys, cards, combinations, etc.

1. Great Grand Master Keys: Allow access to many different buildings within an identified area.

2. Grand Building Master Keys: Allow access to all doors into, and within a single building.

3. Department Master Keys: Allow access to all rooms within an individual department.

4. Department Sub-master Keys: Allow access to limited subgroup areas within a single department.

5. Building Entrance Keys: Allow access to a specific building from a specific outside door or doors.

6. Individual Keys: Allow access to a single room.

7. Individual Mechanical Keys: Allow access to mechanical areas, electrical panels, roofs, pipe chases, and outside entrance to buildings for service people.

8. Replacement Keys: Any key issued to replace a lost or stolen key.

C. Key Committee: Committee appointed by the Office of the President. Membership will be comprised of: the Associate Vice President for Administrative Services as Chair, 1 Administrator, 2 Faculty, and 2 Staff.   

D. Other Personnel: Anyone working at the university with a need for access to a keyed space, who does not fall in the "WSU Personnel" category. This will include contractors, consultants, visitors, etc.   

E. Replacement Fee: A fee normally charged when a key must be replaced.   

F. WSU Personnel: All employees and students.  

A. KEY APPROVAL  

1. Requests for keys are approved through the following authority:  

Key Type	Authority
Great Grand Master	Vice President for Administrative Services
Grand Building Master	Vice President
Department Master	Vice President, Dean, Department Head, or Building Director
Department Sub-master	Department Head or Building Director
Outside Door	Department Head or Building Director
Individual	Department Head or Building Director
Individual Mechanical	Facilities Management

2. No person may authorize issuance of his or her own key. A higher level of authority is required.

3. Individuals denied a key by the approving authority may appeal in writing to the University Key Committee. The University Key Committee makes a determination and notifies the appealing party of the decision.

B. KEY REQUEST FORM  

All building keys are issued by the Key Office only when a completed Key Request Form is signed by the appropriate authorized parties and submitted to the Key Office. Key Request Forms may be obtained from Campus Stores.

C. KEY ISSUANCE  

1. Door Keys. Door keys shall be issued and controlled by the Key Office.

a. No individual or department will obtain keys for reissue to students, faculty, staff, or contractors.

b. Duplication of keys other than by the Key Office is prohibited. Any person who knowingly makes or duplicates a university key in any manner not authorized by this policy is subject to disciplinary action by the university, pursuant to established procedures and/or prosecution in accordance with 1953 Utah Code Annotated, Section 63-9-22 (misdemeanor).

c. Persons to whom keys are issued shall use the keys only in accordance with this policy.

2. Limitations.

a. Great Grand Master Keys. These keys will be issued only to staff in Public Safety, Health & Safety, and Plant Operations, when 1)a demonstrated need exists, and 2)the appropriate director recommends the issuance. The Vice President for Administrative Services will have final approval for the keys.

b. Grand Building Master Keys. These keys will be issued to Deans, designated Building Directors, or to Administrative Offices of equivalent or higher rank.

c. Department Master Keys. These keys will be issued to Department Heads and/or others with demonstrated and appropriate need.   

d. Department Sub-Master Keys. These keys will be issued to persons authorized by Deans or Department Heads.   

e. Building Entrance Keys. These keys will be issued to individuals with a demonstrated need for after hours building access.   

f. Individual Room Keys. These keys will be issued to individuals with a continuing need for access to such rooms.  

3. Key Returns

a. Employees. When an employee’s need for a key no longer exists, whether as a result of termination of employment, change of department/responsibility, or other reason, it is the responsibility of the employee and the employee’s supervisor to collect the unneeded key(s) and return them to the Key Office. Failure to do so is a violation of this policy and will result in a hold on the final paycheck, deposits being forfeited, and lost key fines imposed.   

b. Students. Students who fail to return keys before transferring or leaving the University will have a hold placed on their transcripts, final paycheck, or registration packet. Deposits will be forfeited and lost key fines imposed.   

c. Other Personnel. Other Personnel who fail to return keys will have their final project payment held, deposit forfeited, and lost key fines imposed.  

4. Key Transfers  

All keys must be checked in and out of the Key Office. Key transfers directly from one person to another is prohibited.  

5. Broken/Worn Out Keys  

Keys that are broken or worn out must be returned to the Key Office before a new key will be issued.  

6. Lost of Not Returned Keys  

a. If a key is stolen, lost, or not returned when no longer needed, a police report will be filed. If the key is lost, the individual responsible for the key will initiate the police report. If they key is not returned, the Key Office will initiate the police report. A fee will be charged to the individual and/or department responsible.   

b. Departments responsible for authorizing students to obtain keys will take responsibility for those keys. It is the responsibility of that department to see that the key is returned before a new one is issued to another student. Failure to do so will necessitate that the lost or stolen key procedures defined in 6a. Above be initiated.   

c. If the determination is made that the effected area(s) need to be re-keyed for security reasons because of the loss, all or a portion of the cost will be paid by the Key Shop using the fees collected

d. When the cost is greater than the fees collected for the loss, the effected department will pay any remaining costs.  

7. Deposits and Fees  

a. Deposits. A one-time deposit must be paid at the time the first key is issued. The deposits required are as follows: 

Type of Key	WSU Personnel	Other Personnel
Great Grand Master	$25.00	$100.00
Grand Building Master	25.00	50.00
Department Master	25.00	50.00
Department Sub-Master	25.00	50.00
Individual Key	25.00	25.00

b. Fees. A fee will be charged for any key that is lost or is not returned for any reason. If fees are uncollectible for any reason, they become the responsibility of the authorizing department.

Type of Key	WSU Personnel	Other Personnel
Great Grand Master	$200.00	$500.00
Grand Building Master	150.00	300.00
Department Master	100.00	200.00
Department Sub-master	50.00	100.00
Individual Key	25.00	50.00

D. LOCKS  

Any minor repair or replacement of University door locks will be accomplished by the University Locksmith. Any major repair or replacement undertaken by an outside contractor must have the University Locksmith’s approval. All changes will follow the University guidelines. (For a copy of these guidelines, contact the Key Office.)  

E. APPEALS  

Any changes associated with this policy may be appealed within thirty (30) days, in writing to the University Key Committee.  

F. EXCEPTIONS  

Any exceptions to this policy will be approved by the Vice-President for Administrative Services.   

IV. PROCEDURES   

A. Key Issuance  

1. Individuals wishing to have key(s) issued to them shall complete a Key Request Form. The form must be signed by the applicant and the approving officer or designee. A deposit must be paid for the first key issued. The form, and proof of deposit must be brought or mailed to the Facilities Management Key Office. Key(s) will be ready for pick-up within 36 hours after receipt of completed form.   

2. The Key Office will maintain a file of "Authorized Signatures for Keys" to be used as a basis for key issuance. Keys will be issued only after the signatures on applications for keys have been verified.   

3. When the key(s) are picked up, a copy of the Key Request form will be supplied to the individual and department.  

B. Key Replacement  

1. To replace a missing or broken key, the appropriate action listed below must be taken.  

a. A broken key must be returned to the Key Office before a replacement is issued.

b. If a key is lost, a new Key Request Form, a copy of the police report, and a receipt for the lost key fees must be received by the Key Office before a replacement is issued.   

c. If a key is stolen, a police report must immediately be filed with the University Police. When a new Key Request Form, receipt for any appropriate fees, a copy of the police report have been received by the Key Office, a new key will be issued.   

d. If a lost key is later found, it must be returned to the Key Office and any fees paid will be refunded.  

C. Key Return  

 

Before exiting the University or transferring to another department, All WSU employees and Other Personnel must return keys to the Key Office. It is the financial responsibility of the individual to whom the keys are issued to return them to the Key Office. When the keys have been returned, a voucher will be issued by the Key Office, allowing the individual to redeem their deposit from the cashier’s office.  

D. Locker Keys  

The issuance and control of locker keys is the responsibility of the Dean, Department Head or Administrative Officer who is charged with control of lockers within a given building.  

E. Record Keeping  

The Key Office shall maintain a comprehensive listing of all door keys issued by name of individual and department and, on an annual basis, such list will be provided to each department for verification of accuracy.  

F. Lock Repair and Replacement  

Any department needing lock repair or replacement must submit a request for such to the Key Office. Only University Locksmiths are authorized to repair or replace building locks.