A.    Security of institutional facilities is essential to the safety of employees, students and visitors.  To ensure the security of institutional facilities, the following To outline the procedures for the issuance and control of door keys, and locker combinations access devices for buildings, rooms and offices have been developed.

A.    An university institution – wide door access distribution and monitoring system shall be established and enforced to ensure adequate security of all campus facilities and property. In order to ensure the adequate 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, and 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.   Door keys shall be issued and controlled by the maintenance Facilities dDepartment.

2.   Duplication of keys other than by the Facilities maintenance dDepartment key shop is prohibited. Any person who knowingly makes or duplicates an institutional key in any manner not authorized by this procedure is will be subject to disciplinary action by the institution pursuant to established institutional policy and procedure and/or prosecution in accordance with 1953 Utah Code Annotated, Section 69-9-22 (misdemeanor).

B.     Limitations

1.   Door keys shall be issued only after the a key card request form is completed and signed by the director/department head of the department. One card 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 maintenance employees. Master keys will only be issued after the vice president over facilities, or their designee Administration and Legislative Affairs 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 persons employees with an a demonstrated administrative 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.   Room keys will be issued only to person who has have a continuing need for access to such rooms.

6.   A department head may be provided with an extra key for occasional use by subordinates in which case the department head must assume responsibility for the use of the key. The key must not be stored in a desk or any other type cabinet.

7.   Keys will not be issued to companies from the private sector working at the institution except as specifically authorized in writing by the Physical Plant Director Associate Vice President for Facilities Planning or his designee.

8.   Keys ordinarily will be cut every Friday after receipt of the key request card and may be picked up at the maintenance department during regular office hours the following Monday.

5.   All keys must be picked up by the person employee requesting the key.

10.  Under special circumstances this procedure can be modified to allow a department head/supervisor or administrative support employee within the same department to pick up the key(s).  Please contact the Facilities office personnel to arrange this prior to pick up of key(s).

11.  No keys will be sent in campus mail.

12.  A copy of the key request card will be returned to the requesting department for filing.

C.     Key Return

1.      When an individual’s need for a key no longer exists or employment is terminated, a All College institutional keys issued to the individual an employee must be returned to the maintenance key shop Facilities Department upon the employee’s termination or when the employee no longer has a need for the key. A check list of keys of terminating employees will be reviewed before a final check is issued.

2.      Keys must not be handed from one person to another.  All persons are responsible for the keys assigned to them.  Persons returning keys not assigned to them will not be given credit for returning the keys.  Keys not returned will be considered lost and those persons assigned the keys are responsible for those keys as well as any rekeying that may result from the keys being lost.  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 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 master key and $10.00 for each non-master 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.  These fees also apply to any replacement keys requested, with the exception of broken keys.

4.      By signing the approval line on the key request form, the department is authorizing the Facilities Department to transfer funds for unreturned or lost keys.

D.    Key Replacement

1.      To replace a lost or broken key a key request card form must be completed in the same manner as for the issuance of the original key. of an original key.  All lost keys must be reported to the maintenance department key shop and College Police within 24 hours.

2.      A broken key to be replaced must be returned with the key request card form.

3.      Lost room keys and sub-master keys will be replaced only on the signature of the President, or Vice President and director or department chair involved, and the cost of the labor and materials will be the responsibility of the requesting department. or individual.

4.      Lost master keys may be replaced only on the signature of the president or vice president and the director or department chair of the department involved.  The cost of the labor and materials will be the responsibility of the requesting department. If it is determined that the building security is breached by loss of a master key, the department will be responsible for the rekeying costs for all doors accessed by the master key.

5.      If a lost key is later found, it must be returned to the maintenance department key shop Facilities Department. No refund will be given for lost keys that are later found and returned.

E.     Modification of Departmental System

1.      Initial keying costs are a part of the physical plant operations (construction and major remodeling).  However, costs of modifying department key systems will be paid from the budget of the department making the request.  A remodeling request form must be submitted to the Facilities Department showing approval of the appropriate director.

F.      Custodial  University Police Department Responsibilities

1.      The custodial department The University Police Department is responsible for locking and unlocking building entrance doors at specified times each day. 

G.    Key Inventory

1.      The maintenance department key shop Facilities Department has the option to take initiate an inventory audit on all keys issued to university employees.

H.    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 employees need for access to an outside door.

I.       Exceptions

1.      Exceptions to any of the above procedures may must be authorized in writing by the Vice President under whom the department in question falls, if circumstances warrant for Administration and Legislative Affairs.