Key Handling Policy

The Facilities Management Department at Delta State University provides key security and control for university faculty and staff.

None

General Provisions:

• All keys are issued by the Delta State University Facilities Management Key Shop and will remain the property of the university.
• Any exemptions, changes, or special provisions to this policy will be made only with the approval of the Director of Facilities Management.
• Each building will have a separate building master key with as many sub-master keys as necessary to accommodate the different departments.
• All maintenance and custodial doors will be keyed separately from the building master.

Non-Master Keyed Locks:

Under special circumstances, rooms may be keyed separate from the building master when requested by the Dean or Vice President and approved by the Director of Facilities Management. No services will be provided to the room or areas. This will include maintenance, custodial, and other such services. In the event that emergency personnel need to enter the room, the department responsible for said room will be charged for any and all damage that may occur when entry is made.

Key Request and Issuance:
Faculty and staff may be issued keys to a university building upon the recommendation of a Dean or Vice President and building manager via a Key Request Form submitted to Facilities Management.

A work-order must be submitted on School-Dude to track the time and material charges. The current Key Request Form must be filled out in its entirety and then presented with an original signature by the building manager and the Dean or key holder. Keys may only be issued from the original Key Request Form with signatures. No email or fax copies will be accepted. An individual will only be issued one key per door. All incomplete, illegible, incorrect, or unsigned forms will be returned to the requesting department. Departments are encouraged to print or type all key requests for legibility.

When a Key Request Form accompanied by a work-order is received, keys are cut. When the key(s) are ready, the individual to be issued the key will be notified that their keys are ready for pickup. In order to receive keys, the faculty/staff must bring their DSU OkraID card with their 900# when they pick up the key(s) from Facilities Management Key Shop cut at 1417 Maple Street. Records of all keys issued will be kept in a Key Tracking Log and will be maintained by Facilities Management Key Shop, except Residence Life and Employee Housing who maintain their own tracking system.

Lost Keys:

The loss or theft of any key must be reported immediately to the key holder’s supervisor, Facilities Management, and the University Police Department. Individuals of departments will be assessed, replacement charges for lost keys at the discretion of the Director of Facilities Management. The Director of Facilities Management will determine if re-keying of the locks or space is necessary at the individual or department’s expense. Repined key cylinder (lost/stolen/damaged) will be accessed a charge of $15 plus labor to install and $10 for key replacement. Key(s) found hanging in a door or out on a desktop will be confiscated, returned to the Key Shop, and may be reissued.

Damaged Keys:

Individuals holding properly authorized keys may exchange damaged or worn keys at the Facilities Management Key Shop during normal working hours Monday-Friday 7:30am-4:30pm. If a key is broken in the lock, do NOT attempt to remove it. Please notify Facilities Management immediately for broken key extraction. Key may be replaced free of charged if broken from normal wear.

Return of Keys:

It is the responsibility of the key holder, to assure that all keys are returned to the Key Shop upon the key holder’s 1.) Transfer to another department 2.) Termination of employment 3.) Change of assignment that makes it unnecessary for the key holder to have the assigned key(s)

All keys must be accounted for and returned. Unreturned keys may result in the withholding of your final paycheck. Deans or building managers will be notified of missing keys or other key discrepancies. The Director of Facilities Management will determine when re-keying of locks or space is required when keys are not returned.

Contractor Access:

Keys that are needed by contractors or other non-university users must be authorized by the Facilities Management Director. A Facilities Management Key Request Form must be filled out by the project manager and signed by key recipient for issuance. The project manager will be responsible for making sure that all keys are returned at the end of the project.

Key Inventory Audit:

All departments will cooperate with Facilities Management in periodic key audits of their departments. Departments will be notified in advance when their key audit will be conducted. Each key inventory audit will be distributed to appropriate university Vice Presidents for review.

Lock out Procedure:

University Police will provide after-hour emergency access for faculty and staff members who need immediate entry to their assigned workspaces. Access will be limited to university assigned offices and scheduled classrooms and shall not include laboratories, athletic areas, libraries, Facilities Management shops, holding areas, residences, apartments, or any other building or areas owned and controlled by Delta State University. Faculty and staff should first contact their building manager, and the Dean or Vice President during normal work hours. After hours calls should be directed to the University Police Department.

Violations:

The transfer of keys between employees or between departments is NOT permitted. Keys must be returned to Facilities Management Key Shop for re-issue. Keys are university property and must be used only for the purpose of conducting university business. Keys should NOT be loaned to others at any time. KEYS ARE YOUR RESPONSIBILITY!

It is a violation of this policy to attempt or to have any university keys duplicated by anyone other than Facilities Management Key Shop. It is a violation of this policy to tamper with, change, add to, or alter any university installed locking hardware by anyone other than the Facilities Management Key Shop; this includes the installation of any locking devices or hardware. Unauthorized devices and hardware will be removed by Facilities Management and the department or the individual responsible for the room will be charged for all costs incurred.

Key control and University Police have the authority to confiscate any and all university related keys due to violation of the policy. Any person in violation of the policy may have their issuance privileges revoked.

Responsible Office and/or Policy Owner: Facilities Management Department

• None

Active

Change/Review/Approval Date:

Policy Effective Date: 01/30/2017