1. PURPOSE

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.

2. REFERENCES

A. Utah Code Ann. §63A-5-501, et. seq.

B. Facilities Management Guidelines for Access Requests

3. APPLICABILITY

This policy is applicable to all facilities owned, leased, or controlled exclusively by Weber State University, except for facilities that are managed by Student Affairs Maintenance. The Student Affairs Maintenance department will maintain its own key control policy, provide its own keys to users, maintain its own records, and manage its own key deposits separately from Facilities Management.

4. DEFINITIONS

A. Fees: Funds paid to Weber State University related to the issuance of keys.

a. Deposit: Funds paid to Weber State University in exchange for keys being issued to an individual. Deposits are refunded when all keys are returned; deposits are forfeited if keys are not returned.

b. Lost Key Fee: A fee assessed when a key is not returned for any reason (e.g. lost, stolen, etc.). If the key is later found and returned to Facilities Management, the person who paid the Lost Key Fee may request a refund of any Lost Key Fees paid. Requests for refunds of Lost Key Fees will be considered (and either or approved or denied) by the Facilities Management Building Access Manager.

c. Replacement Deposit: An additional deposit is required to obtain replacements for lost keys.

d. Rekeying Fees: Expenses related to rekeying a space due to lost, stolen, or unreturned keys.

B. Keys: All types of keys, as defined below:

a. Grand Master Keys: Allows access to many different buildings within an identified area.

b. Building Master Keys: Allows access to most doors within a single building.

c. Department Master Keys: Allows access to most rooms within a single department.

d. Department Sub-Master Keys: Allows access to limited subgroup areas within a single department; a smaller subset of a Department Master Key.

e. Building Entrance Keys: Allows access to a specific building through one or more exterior entrances.

f. Individual Keys: Allows access to a single room.

g. Facilities Keys: Allows access to mechanical areas, rooms with electrical panels, roofs, pipe chases, custodial closets, and certain outside entrances to buildings for service personnel.

h. Replacement Keys: Any key issued to replace a lost, stolen, or damaged key.

C. Building Access Appeals: Any decision made by the Building Access Manager (including, but not limited to, denied access or assessed fees) may be appealed. Appeals must be filed within 30 business days of the decision utilizing the form available on the Facilities Management website. An Appeals Officer will review the case and issue a decision within 30 business days.

D. WSU Personnel: All employees, students, and persons with official assignments with the University, as designated by the appropriate Vice President/Provost.

E. Other Personnel: Anyone who does not fall into the WSU Personnel category. This includes contractors, consultants, visitors, etc.

5. POLICY

A. Key Request Forms

Key requests must be made in accordance with Facilities Management’s Guidelines for Access Requests.

B. Key Request Approvals

a. All key requests must have at least one authorized approval. If a requestor’s immediate supervisor is not at the minimum authority level listed below for the requested key type, additional approval authorizations will be required to meet the minimums.

b. No person may authorize the issuance of his or her own key.

c. The first and second approvers for key and electronic access requests for the President of the University will be the Building Access Manager (Facilities Management) and the Vice President for Administrative Services.

C. Key Issuance and Returns

a. Issuance

1. After a demonstrated need is shown and the minimum authority level for approval has been met, the Facilities Management Key and Lock Shop will conduct a final review and either approve the issuance of the keys or discuss the request further with the requestor and/or appropriate approvers.

2. No individual or department will obtain keys for reissue to another individual unless approved in writing by the Vice President for Administrative Services, or his designee. This does not apply to keys that are part of a Facilities Management-approved lock box system.

3. Duplication of keys other than by the Facilities Management Key and Lock Shop 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 §63A-5-501, et. seq.

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

b. Returns

1. Keys that are no longer needed by an individual must be returned to the Facilities Management department. Individuals and approving departments are financially responsible for Lost Key and Rekeying Fees related to unreturned keys.

i. 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 Facilities Management. Failure to do so will result in a hold on the final paycheck as permitted by law, deposits being forfeited, and lost key fees imposed.

ii. Students: Any student who fails to return keys before leaving the University will have a hold placed on their transcripts or their ability to register for classes. Deposits will be forfeited and lost key fees imposed.

iii. Other Personnel: Other Personnel who fail to return keys will have their final project payment held (if applicable). Deposits will be forfeited and lost key fees imposed.

c. Key Transfers

1. Any transfers of keys done without the involvement of Facilities Management are prohibited. Key transfers between individuals must be facilitated by the Facilities Management department to ensure that records remain accurate.

2. The person to whom the keys are being transferred must have a completed and approved Key Request before the transfer can take place.

d. Damaged or Worn Out Keys

1. Key(s) that are damaged or worn out must be returned to the Facilities Management department before replacement keys will be issued.

2. If more than 50% of the original key is unavailable for exchange, it will be treated as a lost key.

e. Lost, Stolen, or Unreturned Keys

1. If a key is stolen, lost, or otherwise not returned, the individual responsible for the key must initiate a report to the WSU Police Department and provide the case number to Facilities Management. Lost Key Fees will be charged to the individual and/or responsible department.

2. Departments authorizing students or other personnel to obtain keys will assume responsibility for those keys. It is also the responsibility of that department to see that the key is returned when no longer needed. If it is not returned, the department must initiate a report to the WSU Police Department and provide the case number to Facilities Management. Lost Key Fees will be charged to the responsible department.

3. Facilities Management may initiate a police report if the individual or responsible department fails to do so.

4. If the determination is made to re-key an area for security reasons due to lost, stolen, or unreturned keys by WSU Personnel, the individual or department will be responsible for the associated rekeying expenses.

5. If the determination is made to re-key an area for security reasons due to lost, stolen, or unreturned keys by a Student or Other Personnel, the department or company will be responsible for the associated rekeying expenses.

f. Deposits

1. A deposit must be paid prior to any keys being issued.

2. Deposits must be paid in accordance with processes identified in the Facilities Management Guidelines for Access Requests

3. The amounts and frequency of required deposits are outlined in Schedule A, which may be modified as needed with approval from the University President and the Vice President for Administrative Services.

g. Fees

1. A fee will be assessed for any key that is lost, stolen, or is not returned for any reason.

2. Fee amounts are outlined in Schedule A.

D. Locks

a. Any repair or replacement of University door locks will be coordinated by the University Locksmith or Building Access Manager. Any repair or replacement undertaken by an outside contractor must have the prior approval of the Building Access Manager.

b. All changes will follow the University construction standards available from Facilities Management.

E. Appeals

a. Any decision made by the Building Access Manager (including, but not limited to, denied access or assessed fees) may be appealed. Appeals must be filed per Facilities Management Access Request Guidelines within 30 business days of the decision.

b. A form is available on the Facilities Management website to start the appeals process.

c. An Appeals Officer will review the case and issue a decision within 30 business days. The Appeals Officer may conduct a hearing, convene a larger committee to review the issue, and has the authority to adjust fees and/or deposit amounts. Decisions made by the Appeals Officer will be in writing, with copies provided to the individual making the appeal and the Key and Lock Shop. Decisions made by the Appeals Officer are final.

F. Key Declarations

a. WSU Employees will be required to review the keys issued to them on an annual basis and affirm that said keys are still in their possession.

b. Supervisors will be required to ensure that their employees have verified their keys on an annual basis.

G. Best Practices for Building Security Training

a. WSU Employees will be required to view a short training program regarding best practices for building security on an annual basis.

b. Supervisors will be required to ensure that their employees have completed this training on an annual basis.