KEY POLICIES
A. Issue and Use (Non-Student Housing):
Locks to outside entrances and interior doors of all University buildings will be on a standard University wide lock system maintained by Facilities Planning and Management (FPM). Keys to these locks will be issued to authorized personnel by FPM. Personnel authorized to receive keys are UTC Faculty and Staff, students (under departmental responsibility), and outside contractors (under FPM responsibility)
Requests for keys will originate at the department level with approval of a "Key Request Card" by the department head for each person requiring keys. The completed "Key Request Card" will be sent to FPM in the Administrative Services Building. FPM will then notify the requestor when the Key(s) are ready to be picked up. The requestor is the only person authorized to pick up his/her keys. After notifying the requestor that keys are ready for pick-up, FPM will hold the key(s) for 30 business days. If the key(s) are not retrieved in that time, they will be recycled. The department responsible for the non-retrieved key(s) will be charged a fee of $5 (core cost + labor cost + admin cost).
When keys are picked up, the recipient will be required to sign the “Received by” box on the key request form. By doing so, they agree to the following restrictions and conditions:
1. Do not loan keys to others
2. Do not duplicate or allow keys to be duplicated
3. When entering or leaving locked premises re-lock and secure all doors.
4. Assume responsibility for the conduct of any persons admitted to locked areas
5. Notify Campus Police immediately of lost keys
6. Return all keys to FPM prior to departure from the University
7. Return all keys to FPM when they are no longer needed in the performance of duties.
B. Authorization
All key requests are reviewed by the Facilities Planning Director or his designee for proper authorization prior the making and issuing of the key(s)
Standard keys to buildings and spaces on the UTC master system must be authorized by the requestor's Department Head.
Master Keys that fit all "on master" doors with in a building must be approved by the department head, the Dean of the applicable school/college, Campus Police, and the Vice Chancellor of Operations.
Off Master Keys for areas within a department that require a higher than normal level of security require the same level of approval as Master Keys, however placing an area off master requires the following conditions for approval:
1. The department forgoes routine maintenance services such as cleaning and light bulb replacement.(These services must be arranged by work order through FPM)
2. The off master area must not interfere with routes of egress in the event of building emergencies
3. The area must not contain any physical plant equipment or controls that require access by facilities personnel or security personnel.
Student Keys (non-housing) for departmental areas will be issued to the department head (or designee) who will in turn be responsible for the student key issue, use, and return.
Keys for Outside Contractors use for the duration of a contract will be issued to the FPM person administering the contract. The FPM person will be responsible for contractor key issue, use, and return.
C. Returning Keys
When a person leaves the University, this person must return all keys assigned. If a person transfers to another position within the University and possesses assigned keys that are no longer needed in the performance of their duties, these keys should also be returned.
Return keys to FPM in the Administrative Services Building during normal working hours (8 am – 5pm). Upon return of keys, the key tracking system maintained by FPM will be updated to reflect the key return and the person returning the keys will be issued receipt. This receipt should be taken to Human Resources.
Notes:
1. For security purposes, deliver keys to FPM in person. Do not send keys through campus mail.
2. Failure to return keys upon leaving the University may result in the holding of the employee's last pay check until keys are returned.
D. Responsibilities
Responsibility for the accountability of keys is shared between the individual, department head and FPM. The individual is responsible for safeguarding the keys, using them in accordance with section A1- 5 above, and returning them when they are no longer needed or if the person leaves the University.
Upon approval of a key request, the Department Head assumes the responsibility for insuring that keys are returned to FPM when they are no longer needed or if the person holding the keys leaves the University.
While the cost of initial key issue is absorbed by the Facilities Department, the cost of re-issuing lost keys will be charged to the responsible department ($5 ea). If keys are lost and it poses such a security risk that any portion of the building has to be re-keyed, the department will be responsible for the cost of re-keying.
Facilities Planning and Management is responsible for making and issuing keys, maintaining an accurate database of all issued and returned key.
