Resources and Reports

CWUR 7-30-110 Key Issuance

(1) Introduction

(A) Definition. For the purpose of this document, the term "key" refers to hard key and electronic access and the term “authorizing agent” refers to department chair, administrative head, director, assistant vice president and above.

(B)CWU Buildings. These key procedures apply to all buildings owned and/or leased by CWU. Individuals who are issued keys through the Lock Shop should regard these procedures as applicable to all keys they retain. These procedures are authorized by the CWUP 7-30-020 under the direction of the Assistant Vice President for Facilities Management whose authority is outlined in the CWUP 7-30.

(C) Security. Access to University spaces is controlled by a high security lock system. Facilities Management Department maintains oversight and maintenance of all lock systems including electronic card access, utilized on many doors throughout campus. Facilities Management will work with individual departments to create a satisfactory access system for their individual needs. Only in extreme circumstances will a lock be considered for keying away from the established master key system. Justification shall be submitted in writing, explaining the circumstances to the Assistant Vice President for Facilities Management for consideration.

(2) Authorization and Issuance of Keys

(A) University Key Issuance. University keys will be issued to only those having a clearly defined need, as determined by the authorizing agent in their respective areas of operation. Keys will be issued at the Lock Shop upon presentation of identification and a properly completed "Key Authorization Card”. (Please note: Key Authorization Cards are to be completed in their entirety and signed by the authorizing agent.)

(B) Student and Non-Resident Access. For students living in a residence hall or apartment complex, keys and/or electronic access may be issued by University Housing and New Student Programs (UH&NSP). All non-resident access will only be issued by the Lock Shop.

(C) Departmental and Sub-Master keys. Issuance of departmental/sub-master keys is limited to staff and students with a clearly defined need. The Lock Shop will monitor the number of departmental/sub-master keys issued to students and report concerns to the Assistant Vice President for Facilities Management.

(D) Master Key Authorization Authority. Issuance of building master keys, allowing for full building access, will be restricted to those having a clearly defined need and must be authorized by the CWU President, Vice Presidents, Chief of Staff, Deans, Senior Director of Conference & Retail Services, Director of Dining Services, Senior Director of UH&NSP, Senior Director of Campus Life/Student Facility Development, Assistant Vice President for Business Auxiliaries & Public Safety and the Assistant Vice President for Facilities Management for their respective areas of operation. The total number of building master keys that may be issued per academic building is three, excluding those issued to support departments for their use. Requests for authorization to issue more than three building master keys must be approved by the Assistant Vice President for Facilities Management.

(E) Area and Great Grand Master Keys. Issuance of area/great grand-master keys will be restricted to individuals who have a demonstrated need for access to several buildings and will be controlled through an approved check out system.. Issuance of great grand-master keys for academic areas will be by authorization of the Assistant Vice President for Facilities Management only.

(F) Contractor, Vendor, and Agent Authorization. Keys may be issued to contractors, vendors and/or service agents, upon presentation of identification and a properly completed “Key Authorization Card for Contractors, Vendors and Agents”, which must be signed by the individual obtaining the keys acknowledging company financial responsibility for all rekeying that must be done to restore security in the event of the keys being lost or not returned.

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(3) Return of Keys

(A) Employment Termination / Department Transfer. Authorizing agents shall require individuals terminating employment and/or enrollment with the University, or transferring to another department on campus, to return their keys to the Lock Shop. The individual key holder and/or the department responsible for the issuance of keys will be charged an irretrievable key fee to offset the cost of restoring security as a result of non-returned keys.

(B) Suggested Return. Key holders should personally return their keys to the Lock Shop in order to insure proper credit. Receipts for returned keys will be issued upon request.

(4) Irretrievable Keys

(A) Irretrievable Key Charges. Keys shall be deemed “Irretrievable” when they are reported lost or stolen, or have been delinquent for 14 days or more. The loss or disappearance of University keys must be reported to the Lock Shop and the issuing department immediately. A charge of $35.00 per key and a hold may be placed on accounts in Safari when keys are deemed delinquent – not returned by their due date. The charge and hold may be removed if the keys are returned to the Lock Shop in a timely manner. Replacement key(s) may be issued when identification and a new, properly completed “Key Authorization Card” is presented at the Lock Shop.

(B) Re-keying Locks. Once keys have been deemed irretrievable a report will be completed and sent to the issuing department stating any security concerns, as assessed by the locksmith, with a recommendation as to whether or not each lock should be re-keyed. Should the authorizing agent’s assessment differ from that of the locksmith, a written request stating the proposed solution and justification for not accepting the recommendation shall be made on the Irretrievable Key Report. The request will be approved or disapproved by the Key Risk Assessment Group. Decisions made by the Key Risk Assessment Group may be appealed to the Vice President for Business and Financial Affairs.

(C) Financially Responsible Parties. Indication should also be made on the Irretrievable Key Report as to who will be held financially responsible (i.e. charge the key holder through Safari or charge the department) and the report must be returned to the Lock Shop within five working days. Failure to do so may result in an automatic charge being assessed to the department.

(D) Department Responsibility. Departments authorizing the issuance of keys are responsible for their return to the Lock Shop. An irretrievable key charge will be applied to all irretrievable keys, which will be used for administrative and rekey work done to restore security. In the event that rekeying is not immediate, the charge will remain to off - set costs of future rekeying.

(E) Irretrievable Charges. The charge for irretrievable keys below the departmental/sub-master key level will be $35.00 per key, and keys at or above the department/sub-master level will be assessed at the actual cost to rekey.

(F) Appeals. Written appeals to irretrievable key charges may be addressed to the Assistant Vice President for Facilities Management for consideration and if necessary will be forwarded to the Vice President for Business and Financial Affairs.

(5) Criteria for rekeying to be used as a guide for all campus buildings (recommendations by the locksmith to rekey shall be made on a case by case basis):

(A) Critical–resulting in the need for an immediate rekey, and could be a single lost key in one instance or a limited number of lost keys (i.e. 4 to 5) in another:

  • Building Master
  • Departmental/Sub-Master
  • Academic Building Entrance and/or Classroom (with computer/critical equipment)
  • Computer/Electronic Media
  • Office (critical equipment)
  • Residence Facility (Apartment or Room)
  • Mechanical Space
  • Special Storage (short term)

(B) Crucial - not always resulting in the need for an immediate rekey and a loss of up to 10% of keys issued may be attained before rekeying is required:

  • Classroom (non-computer/critical equipment)
  • Lab (non-computer/critical equipment)
  • Office (non-critical equipment)
  • Residence Facility Entrances are rekeyed before the start of each academic school year or as deemed necessary by the Senior Director of UH&NSP.


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(6) Duplication and Transferring of Keys

(A) Duplication Consequences. Duplication or unauthorized use of University keys is illegal. Use of such keys may be considered burglary and/or trespassing under RCW 9A.52.030 and/or 9A.52.080.

(B) Transfer Consequences. Transferring University keys between individuals is prohibited. Loaning keys for access to University facilities is prohibited. Individuals who loan their keys will be held responsible should they be improperly used or lost.

(7) Keys Issued to Departments

(A) Obtaining Keys for Department Personnel. Departments may obtain keys for use by personnel in their department when a properly completed “Department Key Box Authorization” form is presented at the Lock Shop. The number of keys checked out to a department should be kept to a minimum. Additionally, all departmental keys must be properly secured; allowing for controlled access by authorized individuals only. Departments shall work in conjunction with the Lock Shop in attaining a secured location to store departmental keys, and it is strongly recommended that departments maintain an accurate checkout log. Periodic audits will be performed by Lock Shop personnel, and departments will be held financially responsible for any lost or unaccounted for keys.

(8) Padlocks and Safe Combinations

(A) Padlock Responsibility. Padlocks keyed to the same high-security lock system as buildings will be monitored by the Lock Shop. Lock Shop personnel will not monitor department padlocks that are not keyed to the building lock system. Such locks and their use will be the sole responsibility of the department.

(B) Combination Responsibility. The Lock Shop maintains control over all safe combinations.

(9) Key Risk Assessment Group

(A) Authorized Members. The Key Risk Assessment Group shall consist of the Assistant Vice President for Facilities Management, the Assistant Vice President for Business Auxiliaries & Public Safety, the Director, Business Services and Contracts and the Locksmith. Appeals to any decision made by the group may be addressed to the Vice President for Business and Financial Affairs.

[Responsibility: BFA (until 7/7/16) Operations Division; Authority: BAC; Reviewed/Endorsed by: Cabinet/PAC; Review/Effective Date: 06/02/2010; Approved by : James L. Gaudino, President]

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