Lock & Key Policy

No. 5-44    Rev. 12-09-03      Date: 9-14-99      



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 for the first key issued to an individual. This is a one-time deposit and will not be charged for the issuance of additional keys to that individual.  If a department chooses to pay the deposit by use of a cost code, the money paid shall be refundable to the same account from which it was received. The deposit will be refunded when all assigned keys are returned, otherwise this deposit will be forfeited. 

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

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

2. 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. Facilities Keys: Allow access to mechanical areas, rooms with electrical panels, roofs, pipe chases, custodial rooms and outside entrance to buildings for service personnel.

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

C. Key Committee: Standing committee convened to adjudicate disputes.  Membership will be comprised of: Vice President for Administrative Services or designee as Chair, 1 Administrator, 2 Faculty, and 2 Staff (one of which is the Facilities Locksmith).   

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. Lost Key Fee: A non-refundable fee charged when a key is lost, stolen or not returned for any reason.

F. Replacement Deposit:  A refundable deposit required to obtain replacement keys.   

G. WSU Personnel: All employees and students, and persons with official assignments with the University.

III.  APPLICABILITY.

This policy is applicable to all facilities on Weber State University, Weber State University Davis, or any other facilities owned, leased or controlled exclusively by Weber State University, except for Student Housing, Health Services and the Shepherd Student Union Building.  Student Housing, Health Services and the Shepherd Student Union Building will maintain their own key control and management policy and will provide their own keys to users.

  IV. POLICY  

A. KEY APPROVAL  

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

Key Type  Authority
A.  Grand Master Vice President for Administrative Services
B.  Building Master  Vice President
C.  Department Master  Vice President, Dean, Department Head, or Building Director 
D.  Department Sub-     master Department Head or Building Director
E.  Building Entrance Department Head or Building Director
F.  Individual Department Head or Building Director
G.  Facilities Assistant Vice President for Facilities Management 
H.  Replacement Per Authority as Required by Key Type
2. No person may authorize issuance of his/her own key unless approved in writing by the Vice President for Administrative Services.
3. Individuals denied a key by the approving authority may appeal in writing to the Key Committee. The Key Committee makes a determination and notifies the appealing party of the decision.  
B. KEY REQUEST FORM  

All building keys are issued by the Facilities Management (FM) Business Center when a completed Key Request Form is signed by the appropriate authorized parties and submitted to the Business Center. Key Request Forms may be obtained from the FM Business Center or FM Web Site http://facilities.weber.edu/

C. KEY ISSUANCE  

1. Door Keys. Door keys shall be issued and managed by the FM Business Center.
a. No individual or department will obtain keys for reissue to students, faculty, staff, or contractors unless approved in writing by the Vice President for Administrative Services or his/her designee.
b. Duplication of keys other than by the FM Locksmith 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. Per Approval Under Section III., A., 1.
a. Grand Master Keys. These keys may be issued only to staff in Public Safety, Environmental, Health & Safety, and Facilities Management, when 1)a demonstrated need exists, and 2)the appropriate director recommends the issuance. The Vice President for Administrative Services or designee will have final approval for the keys.

b. Building Master Keys. These keys may be issued to Deans, designated Building Directors, or to Administrative Offices of equivalent or higher rank with Vice Presidential approval.

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

d. Department Sub-Master Keys. These keys may be issued to persons authorized by Deans, Department Heads, or Building Director(s).

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 may be issued to individuals with a continuing need for access to such rooms.

g. Facilities Keys.  These keys will only be issued to personnel of the FM Department.  

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/or the employee’s supervisor to collect the unneeded key(s) and return them to the Facilities Management (FM) Business Center. 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 fees 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 fees imposed.   

c. Other Personnel. Other Personnel who fail to return keys will have their final project payment held (if applicable), deposit forfeited, and lost key fees imposed.  

4. Key Transfers  

All keys must be checked in and out of the FM Business Center. Key transfers directly from one person to another is prohibited unless approved in writing by the Vice President for Administrative Services or designee.  

5. Broken/Worn Out Keys  

Key(s) that are broken or worn out must be returned to the FM Business Center before new key(s) will be issued.  

6. Lost, Stolen, or Keys Not Returned

a. If a key is stolen, lost, or not returned, a police report will be filed. The individual responsible for the key will initiate the police report. The Business Center may initiate the police report if the individual or department responsible fails to do so within 90 calendar days.. A fee will be charged to the individual and/or department responsible, as noted per Section IV, C, 7, b.   

b. Departments responsible for authorizing students to obtain keys will assume 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 Section IV, C, 6,a. be initiated.   

c. If the determination is made that the effected area(s) need to be re-keyed for security reasons because of the lost, stolen or not returned key(s) by any WSU personnel, all or a portion of the cost will be paid by the FM Key Office using the fees collected for the labor and materials to re-key.

d. When the cost is greater than the fees collected for the lost, stolen or not returned key(s) by the WSU personnel, the individual or the affected department will be liable for any remaining costs.  If an individual or department considers the replacement costs to be unfair, the unreasonable, or due to circumstances beyond their control, they may appeal the replacement fee costs to the Key Committee for adjudication.

e.  If the determination is made that the affected area(s) need to be re-keyed for security reasons because of the lost, stolen or not returned key(s) by other than WSU personnel, the individual or firm responsible will be charged all costs for the labor and material to rekey.  If an individual or firm considers the replacement costs to be unfair, unreasonable, or due to circumstances beyond their control, they may appeal the replacement fee costs to the Key Committee for adjudication.

7. Deposits and Fees  

a. Deposits. A one-time deposit must be paid at the time the first key is issued.  Deposits are payable at the cashier's office or at the FM Business Center.  A receipt of the deposit payment must be provided to the FM Business Center if paid at the cashier's office before a key will be issued.

The deposits required are as follows: 

Type of Key   WSU Personnel Other Personnel
1. Grand Master $25.00  $100.00 
2. Building Master   25.00     100.00
3. Department Master   25.00    100.00
4. Department Sub- Master    25.00    100.00
5. Building Entrance   25.00    100.00
6. Individual    25.00    100.00
7. Facilities Keys   25.00    100.00
b. Fees. A fee will be charged for any key that is lost, stolen, or is not returned for any reason. If fees are uncollectible for any reason, they become the responsibility of the authorizing department.  Fees are levied to cover the cost of re-keying buildings or locks that may have been compromised through the loss or theft of a key.  Fees may not be sufficient to cover all costs to re-key or otherwise mitigate the loss of a key.  In instances where additional costs beyond the fee amount is requird, the affected department will be liable for the added costs beyond the fee(s) collected.
Type of Key WSU Personnel Other Personnel
1. Grand Master $200.00 $500.00
2. Building Master 150.00 300.00
3. Department Master 100.00 200.00
4. Department Sub-master 50.00 200.00
5. Building Entrance 50.00 100.00
6. Individual 25.00 100.00
7. Facilities Keys 25.00 100.00
D. LOCKS  

Any minor repair or replacement of University door locks will be performed by the University Locksmith. Any major repair or replacement undertaken by an outside contractor must have the prior approval of the University Locksmith. All changes will follow the University guidelines. (For a copy of these guidelines, contact the FM Business Center.)  

E. APPEALS  

Any charges associated with this policy may be appealed within thirty (30) days or their being assessed, in writing to the Key Committee through the Business Center.  The Key Committee may conduct a hearing and has the authority to adjust fees and/or deposit disposition.

F. EXCEPTIONS  
Any exceptions to this policy will be approved by the Vice-President for Administrative Services or designee in writing for the individual or department affected.   

V. 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 authority or designee. A deposit must be paid for the first key issued. The form and deposit, or proof of deposit  must be brought to the Facilities Management Business Center. Key(s) will be ready for pick-up within 36 hours after receipt of completed form.   

2. Keys will be issued only after the appropriate approval of applications for keys has been verified.   

B. Key Replacement  

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

a. A broken but appropriately identifiable key must be returned to the FM Business Center before a replacement is issued.
b. If a key is lost, stolen or not returned, a report must be filed with the WSU Police Department.  A new Key Request Form, the case number from the WSU Police report (obtained by employee), and  a replacement & lost key fee for the new key  must be provided to the FM Business Center before a replacement is issued.   

c. If a lost key is later found, it must be returned to the FM Business Center and fees paid will be refunded to the individual or department from whom the fees were collected.

C. Key Return  

Before exiting the University or transferring to another department, All WSU employees and other personnel must return keys to the FM Business Center.  Deposits will be refunded when keys have been returned (unless deposits have been paid by a cost code).

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 FM Business Center shall maintain a comprehensive listing of all door keys issued by name of individual for all buildings excluding residence halls and the Student Union. 
F. Grandfathering of Deposit

Those individuals who were issued keys prior to the implementation of the existing policy will not be required to provide a deposit at the current rate unless they require a new key beyond those already issued.  The individual requiring a new key will be given credit for any deposits already paid, and those credits will apply to the maximum $25.00 deposit for WSU personnel.  A one-for-one exchange of keys will not require a payment of the key deposit.


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