| Title | Keys and Proximity Cards | Number | 402 |
| Section | Facilities, Operations, and Information Technology | Approval Date | Apr 15,2010 |
| Subsection | Safety, Security, and Vehicles | Effective Date | Apr 15,2010 |
A. Security of institutional facilities is essential to the safety of employees, students and visitors. To ensure the security of institutional facilities, the following procedures for the issuance and control of the access devices for buildings, rooms and offices have been developed.
A. UVU Policy #322 Employment Responsibilities and Standards
B. UVU Policy #374 Termination Clearance for Hourly Employees
C. UVU Policy #375 Termination Clearance for Salaried Employees
A. Building Entrance Key: A key or proximity card which activates the lock only on one outside entrance door to a building.
B. Master Key: A key which activates all door locks in a building or system for spaces assigned to a specific department or system.
C. Outside door access: Admittance to an area by way of a secured exterior door.
D. Proximity card: An electronic device used to gain entry to certain restricted areas.
E. Room Key: A key which activates the lock only to the door of a single specific room.
F. Sub-Master Key: A key which activates the locks in more than one but not all doors in the space assigned to a specific department or system.
G. For Purposes of this policy, a building entrance key, a room key, a master key and a submaster key are sometimes referred to herein, collectively and separately, as a “key.”
A. In order to ensure the adequate security of all campus facilities and property, as well as the safety and security of students, staff, and faculty, keys and proximity cards shall be used to secure access to the various rooms, buildings, entrances and offices of the institution. The issuance, distribution, monitoring, use and return of all keys and/or proximity cards shall be in compliance with the procedures set forth in this policy.
A. Door Keys
1. Keys shall be issued and controlled by the Facilities Department.
2. Duplication of keys other than by the Facilities Department key shop is prohibited. Any person who knowingly makes or duplicates an institutional key in any manner not authorized by this procedure will be subject to disciplinary action pursuant to established institutional policy and procedure
B. Limitations
1. Keys shall be issued only after a key request form is completed and signed by the director/department head of the department. One form must be completed for each key requested.
2. Master keys will be issued only to executives, police/public safety, and select physical plant personnel. Master keys will only be issued after the Vice President over facilities or designee has signed the key request form.
3. Sub-master keys will be issued only to persons authorized by directors and/or department heads.
4. Building entrance keys will be issued only to full-time employees with an administrative or academic need for after-hours entrance to a building. Building entrance keys will only be issued after the Vice President for Administration and Legislative Affairs has signed the key request form.
5. All keys must be picked up by the employee requesting the key.
C. Key Return
1. All keys issued to an employee must be returned to the Facilities Department upon the employee’s termination or when the employee no longer has a need for the key.
2. Keys must not be transferred from one employee to the next without prior notification and arrangements through the Facilities Department office personnel. When keys are transferred from one employee to another it is necessary to follow the return procedure and for the keys to be reissued in the new employee’s name.
3. The department chair or designee to which the employee is assigned is responsible to ensure that all keys are returned when an employee leaves employment or the keys are no longer needed. A $25.00 key charge will be withheld from the last check of the terminating employee for each key which is not returned upon date of termination. The department will be billed $25.00 for each key which is not returned within 30 days of an employee leaving the institution if the department fails to notify Facilities that the person is terminating. This applies only to keys to which the employee has been assigned. These fees also apply to any replacement keys requested, with the exception of broken keys.
D. Key Replacement
1. To replace a lost or broken key a key request form must be completed in the same manner as for the issuance of the original key. There is no charge to replace a broken key. There will be a lost key replacement charge of $25.00 per key.
2. A broken key to be replaced must be returned with the key request form.
3. If a lost key is later found, it must be returned to the Facilities Department. No refund will be given for lost keys that are later found and returned.
E. Proximity Cards
1. The activation of Proximity Cards is controlled through the Facilities Department. A Proximity Card can be obtained through Campus Connection but cannot be activated without the written approval of the appropriate director or department chair and/or the Vice President for Administration and Legislative Affairs.
2. Proximity access for inside doors can only be granted by the written approval of the respective director/department chair of the area for which the employee needs access. The director/department chair must provide confirmation of the employee’s need to access the requested area. Outside door access will only be granted with the written approval of the director/department chair of the employee seeking access and the Vice President for Administration and Legislative Affairs. In addition the director or department chair must provide confirmation of the employee’s need for access to an outside door.
F. Exceptions
1. Exceptions to any of the above procedures must be authorized in writing by the Vice President for Administration and Legislative Affairs.