Control
of Keys to Facilities UPPS
No. 08.02.01
Issue No. 6
Effective Date: 06/27/2006
Review:
October 1 E5Y
01. POLICY STATEMENT
01.01 A
standard procedure is required to insure that keys are issued only to
authorized employees in order to maintain (a) privacy and security in residence
hall rooms; and (b) security of facilities, equipment, furnishings, books,
and confidential material.
02. PROCEDURES FOR OBTAINING AND RETURNING KEYS
02.01 University
keys other than campus housing keys and keys for the
a. Approving
Issuance of Keys
1) Only those
persons authorized in writing will receive issued keys, unless the key is
issued under a Facilities Department approved departmental key issue and
inventory system.
2) The
administrative head with authority to approve issuance of a specific key must
submit a memorandum to the Facilities Department. The memorandum will list the
name and office of the employee who will receive the key.
3) The
recipient may pick up keys at the Facilities Department. He or she must sign a receipt for the keys. The Key Shop will maintain a database for
entering and clearing receipts.
4) The
distribution of the copies of the receipt will be one copy to the person issued
a key and two copies filed with the Facilities Department (by building and by
name of individual).
5) The key is
assigned to the person to which it is issued for use and that person is
responsible for the key.
b. Returning
of Keys
1) When a
staff employee or faculty member terminates or transfers, he or she needs to
turn in his or her keys to the account manager.
2) The account
manager will write a memorandum to the Associate Vice President for Facilities
giving the name of the person terminating or transferring and the name of
person hired.
3) The Key
Shop will clear the key receipt from the files on the person terminating or transferring
and a new receipt will be issued for the person hired.
4) In the
event no replacement is hired, the account manager will return the keys to the
Associate Vice President for Facilities. The key receipt will then be
cleared from the files on the person terminating.
5) Failure to
return keys for a terminating employee results in hold on final paycheck. New keys will not be issued for transfers
until old keys are returned.
02.02 Loss of
keys – departments whose employees lose a key (stolen keys are considered
lost), are responsible for providing funding to re-key all doors or buildings
affected by the loss, and replacing the keys of all current keyholders.
The extent of re-keying will be a joint decision of the Associate Vice
President for Facilities and the Director of the University Police Department
(UPD).
02.03 For campus
housing keys: The Associate Director of Residence Life – Residence Services is
responsible for issuing residence hall keys and apartment keys. For replacement
of residence hall keys, or the re-keying of any campus housing area, the
Associate Director will provide a written request to the Associate Vice
President for Facilities where a receipt will be signed when the key is issued.
The
Associate Director of Residence Life – Residence Services is authorized to
charge for costs associated with lost keys and the expense of re-keying to
recover both actual costs (labor, materials, and markup) and administrative
costs required to process the work request.
The Associate Director of Residence Life-Residence Services will
initiate these charges. The Associate
Director will provide a customer request to the Facilities Department which
indicates the number of keys necessary as well as other work required. The Associate Director of Residence
Life-Residence Services, will maintain a key control system as approved by the
Associate Vice President for Facilities.
02.04 Issuance
of keys at the Round Rock Higher Education Center (RRHEC) will be managed and
controlled by the UPD office located at the RRHEC. The university Key Shop in the Facilities
Department will provide all support necessary as requested by the UPD office.
02.05 Duplicating
of Keys
Duplicating
any university key by a person other than the University Locksmith is forbidden
and doing so subjects the offender to disciplinary action.
02.06 Obtaining
Outside Door Keys
The
control of access to buildings by means of outside doors is a function of
electronic card access under the responsibility of the University Police
Department. The Associate Director of
Residence Life – Residence Services will authorize keys for residence halls.
02.07 Obtaining
Master Keys and Maintenance of Key Sets
a. Both (a)
the Vice President for Finance and Support Services and (b) the vice president
for the appropriate division or head of the department that occupies the space
must approve issuing building master keys to authorized persons. Those
employees who are included on the initial approval list for a building master
are as follows:
1) Vice
Presidents (for the
2) Academic
Deans (any academic building under their responsibility)
3) Custodial
Supervisors (building responsible for)
4) Maintenance
Supervisors (building responsible for)
5) Residence
Hall Directors (for their residence hall)
6) Department
Chairs and Directors (in any building assigned exclusively to one academic or
administrative department)
7) Director,
Materials Management
8) Director,
Risk Management and Safety
9) Facilities
Department Maintenance Key Files
10)Residence Hall Maintenance Key Files
b. Building
Master Key Sets – The following offices will maintain a complete set of the
building master keys:
1) Vice
President for Finance and Support Services (necessary keys for access to all
spaces, including separately keyed areas as addressed in Section 03.02)
2) University
Locksmith (all locks on campus, including separately keyed areas)
3) University
Police, Director of Facilities Operations, Director of Custodial Operations,
and Director of Materials Management (all building master keys, not including
the separately keyed areas)
4) The
Associate Director of Residence Life – Residence Services (building master keys
for all residence halls and all areas within the halls)
c. Building
mechanical and custodial master keys – employees in the following departments
are authorized to receive master keys to mechanical rooms and custodial closets
as required to perform their job duties.
1) UPD
2) Associate
Director of Residence Life – Residence Services
3) Information
Technology departments
Telecommunications Services
Technology Resources
4) Director,
Risk Management and Safety
5) Facilities
Custodians and the trade shops
6) Campus
Recreation
02.08 Floor
master keys (sub-masters) will be issued only to administrative heads, who are
responsible for all of the space which the sub-master key controls, and the
building custodians and maintenance personnel.
02.09 Departmental
key files – The Key Shop will issue all departmental keys to faculty, staff,
and students (see Attachment
I -- Key Issue Form).
a. The
Registrar's Office is authorized to maintain a file containing outside door
keys and individual classroom keys for Derrick Hall, Liberal Arts, Flowers Hall
and the Centennial Hall.
b. Academic
functions requiring access to all academic buildings over a weekend or after
normal business hours must arrange, a minimum of forty-eight hours in advance,
for access through the academic department controlling the space or the UPD
access group at 245-7656.
02.10 Issuing
keys for construction or contract services – keys will be issued to the
department’s project manager or the department head contracting the
service. Keys will not be issued directly to the contractor.
Project managers will then sign keys out to the contractor and insure their
return prior to final payment. Keys lost by contractors will be the
contractor’s responsibility under the same provisions as Section 02.02.
03. AUTHORIZED CAMPUS KEY FILES
03.01 Grand
master keys (GM and GGM) are issued and controlled in the office of the Vice
President for Finance and Support Services. Those authorized are as follows:
a. President
b. Director of
University Police (14 sets)
c. Vice
Presidents
d. Associate
Vice President for Facilities
e. Director of
Custodial Operations
f. Director
of Facilities Management
g. Director of
Facilities Operations
h. University
Locksmiths
i. Director
of Risk Management and Safety
j. Planner/Estimator
k. Telecommunications
Services Technicians
l. University
Photographer
m. Associate
Director of Residence Life – Residence Services
n. Head A/C
Mechanic Crew Supervisor
o. Electric/Fire
System Safety Specialist
p. Director,
Planning, Design and Construction
03.02 Separately
Keyed Offices -- Keys for offices keyed separately (i. e., President,
Registrar, Cashier Office) and that cannot be opened with a building master or
grand master key will be issued only to the following:
a. President
b. Director of
University Police
c. Vice
President for Finance and Support Services
d. Associate
Director of Residence Life – Residence Services
Only
offices approved by the President will be granted permission to key their areas
separately from the grand master system.
03.03 The
University Locksmith will maintain a complete set of keys in a safe located at
the Facilities building.
04. REVIEWERS OF THIS UPPS
04.01 Reviewers of this UPPS include the following:
Position Date
Associate Vice President for Facilities October 1 E5Y
Associate Director, Residence Life – October 1 E5Y
Residence Services
Director, University Police Department October 1 E5Y
05. CERTIFICATION STATEMENT
This
UPPS has been approved by the following individuals in their official
capacities and represents
Associate
Vice President for Facilities; senior reviewer of this UPPS
Vice
President for Finance and Support Services
President