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FML 1.3 - Lock and Key Control

I. INTRODUCTION

This policy is established in order to maintain access to facilities while safeguarding the personal safety of the people who live and work on the campuses, protecting the property of the University of Denver and avoiding potentially significant costs due to theft, vandalism, or excessive rekeying of locks.

The systematic control of locks and keys is one of the most important components of any security program. Without proper key control, locks provide little deterrence to illegal or unauthorized entry into a facility.

Successful lock and key control requires the efforts of several parties, including:

    • Facilities Management, which designs and maintains the integrity of the system;
    • Departments, which safeguard facilities under their use maintaining proper key assignment and security systems, and being financially responsible for the cost of keys and rekeying.
    • Individual faculty, staff and students, who safeguard assigned keys from loss or theft, and report these occurrences immediately.

This policy applies to all facilities on the University Park and Park Hill campuses and remote locations (e.g., Observatory, Phipps, Mt. Evans). Separate policies and procedures apply to rental property maintained by the University of Denver.

II. POLICIES

  1. Keys are and remain at all times the property of the University of Denver.
  2. The Facilities Management Department is responsible for developing and maintaining the key control system.
  3. All lock and key work, including but not limited to, making and issuing keys, rekeying locks, replacing and/or repairing locks and related equipment, shall be done by or through Facilities Management.
  4. Departments are financially responsible for the costs of key issuance and loss, as well as any rekeying or other work necessary to maintain security.
  5. As of the effective date of this policy, some lock systems are not on the grand master system established by Facilities Management. Over time, these will be placed back on the master system at the expense of Facilities Management. Once a system is on the master system, departments cannot make changes on their own and will be assessed for the cost of bringing a system back into the master system if they do so.
  6. Keys will be issued by Facilities Management based upon demonstrated need for access and input from the department’s key manager. The lowest level of key will be issued that provides the level of access needed (e.g., change key, area master, outside door key, office key, area master).
  7. Persons issued keys are responsible for their safekeeping and must sign an agreement acknowledging this responsibility.
  8. Keys shall not be loaned, borrowed or transferred without proper authority and documentation by Facilities Management.
  9. Keys may not be duplicated under any circumstances, except by Facilities Management. Tampering with or duplicating keys may result in loss of privilege, termination from employment, and/or criminal charges.
  10. Lost or stolen keys must be reported immediately to Facilities Management. Charges for replacement of keys, rekeying and emergency call-outs will be assessed, based upon the fee chart established by Facilities Management and attached to this policy memorandum.
  11. Keys must be returned to Facilities Management upon leaving employment or at the end of the individual’s need for a key. A key charge will be charged to the department for keys not returned to Facilities Management. Departments may, in turn, request that the Payroll Office deduct this charge from the employee’s final paycheck if key(s) are not returned by the end of the employee’s employment.
  12. Requests to rekey at a residence hall room because of the loss of a key will be done, using a temporary rekey, the same day, due to concerns for safety of the resident. The temporary rekey will be replaced when time permits. Other rekeying requests will be handled as a routine matter and scheduled accordingly.

III. RESPONSIBILITIES

A. Facilities Management.

This department is responsible for:

  1. Creating and maintaining the University’s Lock and Key Control system, including schematics, codes, service equipment, and product standards;
  2. Maintaining in a safe and secure manner for all facilities the master and original keys and related hardware and documentation;
  3. Issuing keys and keeping key information on file, including:
    1. lock and key control system
    2. inventory of locks and hardware
    3. keys issued to and returned by individuals through the key manager;
  4. Changing or replacing locks;
  5. Opening locks;
  6. Stocking necessary hardware and supplies.

B. Departments.

Departments are responsible for:

  1. designating a key manager within the department who determines who requires keys, the access required and authorizes requests for issuance of keys;
  2. insuring facilities assigned to them are secured properly, including the maintenance and activation of security alarm systems, and that employees and students understand this responsibility;
  3. reporting lost or stolen keys immediately to Facilities Management;
  4. collecting key(s) from employees or students at the time they leave employment or have no more need for the key. A collected key should be returned promptly to Facilities Management, along with the name of the person to whom the key was issued;
  5. requesting lock or key work from Facilities Management via established forms.

C. Human Resources.

This department is responsible for sending notice of terminating employees to Facilities Management.

D. Housing/Conferencing.

Due to the volume and the frequency of turnover handled by these departments, they are responsible for establishing their own detailed procedures for the issuance, distribution, replacement and return of keys. These procedures, and any changes to them, must be approved by Facilities Management to insure they meet the objectives of this lock and key control policy.

IV. GENERAL PROCEDURES

A. Distribution of keys

  1. A department (other than Housing and Conferencing) which wishes to have a key issued to an employee or student (hereinafter referred to as "key holder") should make a written request, approved by the department’s designated manager and signed by the keyholder, to Facilities Management. This request incorporates an Agreement which acknowledges the keyholder’s responsibilities for the key and the consequences of loss or failure to return key.
  2. Based upon the information provided by the department, Facilities Management will determine the level of key needed to provide appropriate access to the keyholder and, subsequently, will issue the key.
  3. Facilities Management will record the issuance of the key for tracking purposes and keep the Key Request form on file.

B. Replacement keys

  1. If a key has been lost or stolen, the keyholder shall immediately report this occurrence to his or her department, who shall report it to Facilities Management.
  2. Facilities Management will determine if the lock should be rekeyed before issuing a replacement key. If so, Facilities Management will effect the change as quickly as possible.
  3. Facilities Management will issue a replacement key. The department will be assessed a charge, in accordance with the Lock and Key Fee Chart approved by the Director of Facilities Management.

C. Other lock and key work

If a keyholder or department requires other work done, such as opening a locked door, replacing a damaged lock or changing a lock, the work shall be requested by placing a Work Order with Facilities Management. In cases of emergency, the department should contact Facilities Management immediately so that a locksmith can be paged. If an unauthorized entry or theft has occurred, the Department of Campus Safety should be contacted immediately.

D. Return of keys

  1. When a keyholder leaves the University of Denver, or no longer has a need for a key, the key(s) issued to the keyholder must be returned to Facilities Management. The department involved is responsible for collecting and returning the key.
  2. When a key is returned, Facilities Management will reflect the return in the individual’s key record.
  3. If , for some reason, the key(s) are not returned, Facilities Management, in consultation with the department, will determine if any rekeying should be done and will effect whatever work is necessary to restore security to the facility. Failure to return a key will result in a key charge to the department or individual, which can be deducted from the final paycheck or result in a hold on transcripts.

APPROVED BY:

___________________________________

Jeff Bemelen, Director of Facilities Mgmt.

___________________________________

Keith Heaton, Director of Physical Plant

Effective Date: September 1, 1995

Attachments: (1) Lock and Key Fee Chart

CHART OF LOCK AND KEY CHARGES

FACILIITES MANAGEMENT DEPARTMENT

KEY SHOP

Type of Services

Fee or Charge

New Key (per key)

 

Individual Key

ASSA: $2.00/Other: $1.00

Area Master

ASSA: $2.00/Other: $1.00

   

Replacement Key (per key)

 

Individual Key

$ 30.00

Area Master

$1,000.00

   

Rekeying

Time and materials*

   

Emergency Call-out

Time and materials*

   

*based upon current fiscal year chargeback rates.

APPROVED BY:

___________________________________

Jeff Bemelen, Director of Facilities Mgmt.

___________________________________

Keith Heaton, Director of Physical Plant

Effective Date: September 1, 1995

Work Request To Order Keys

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