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Facilities Management: Key Issuance |
Key Issuance Procedure(click on heading to view section)Key Issuance Procedures:These key procedures apply to all CWU buildings. Individuals who are issued keys through the Lock Shop should regard these procedures as applicable to the keys they retain. These procedures are authorized by the CWU Policies Manual (Part 2-2.21) under the direction of the Assistant Vice President for Facilities Management whose authority is outlined in the CWU Policies Manual (7-3). For purpose of this document the term "key" refers to hard key and electronic access. Access to University spaces is controlled by a security lock system. Facilities Management Department will maintain oversight and maintenance of all lock systems including electronic card access. Facilities Management will work with individual departments to create a satisfactory access system for their individual needs. Authorization and Issuance of KeysThe purpose of establishing a University key system is to allow access in a building to only those having a clearly defined need, as determined by the responsible agent in section 5.4 The responsibility of assigning proper access belongs to department chairs or administrative heads who may authorize access for staff and students for their respective areas of responsibility. Keys will be issued at the Lock Shop or other mutually agreed upon location upon presentation of a properly completed and signed "Key Authorization" card. Identification will be required. If additional keys are needed at a later date, a new key authorization card is required. Only the CWU President, Vice Presidents, Deans, Director of Operations and Resource Management, Associate Director of Facilities for Student Affairs and Operations for Campus Life and the Assistant Vice President for Facilities Management may authorize building master keys for their respective areas of operation. The total number of building master keys that may be issued per academic building is three. Requests for authorization to issue more than three building master keys must be reviewed and recommended by the Key System Advisory Group for approval. Issuance of departmental master keys is limited to staff with a clearly defined need. Departments may issue a limited number of departmental master keys to students with a clearly defined need. The Lock Shop will monitor the number of departmental master keys issued to students and report concerns to the Key System Advisory Group. The Key System Advisory Group may authorize corrective action. Before keys may be issued to contractors, vendors and/or service agents, the Lock Shop requires a signed document stating company financial responsibility for all rekeying that must be done to restore security due to keys lost or not returned. Only in extreme circumstances will a lock be considered for keying away from the established master key system. A written request must be reviewed and recommended by the Key System Advisory Group for approval prior to work request. Return of KeysDepartment chairs and administrative heads 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 and/or the department responsible for the issuance of keys will be charged an irretrievable key fee to restore security as a result of keys not returned. Caution: Key holders should personally return their keys to the Lock Shop in order to insure proper credit. Receipts for returned keys will be issued. Lost KeysThe loss or disappearance of University keys must be reported to the Lock Shop and issuing department immediately. Public Safety and Police Services may also be contacted because lost keys are often returned there. Upon receiving a report of an irretrievable key, the Lock Shop will send irretrievable key notification to the issuing department. Replacement keys will not be reissued without receipt of the signed irretrievable key notification and a new key authorization card. Financial Responsability for Irretrievable KeysDepartments authorizing the issuance of keys are responsible for irretrievable key charges. The Lock Shop will assess a delinquent key charge through the FRS/SIS system when keys are identified as delinquent. The delinquent key charge may be credited if delinquent keys are returned to the Lock Shop in a timely manner. The delinquent key charge is $35.00 per key. An irretrievable key charge is applied to all irretrievable keys. The irretrievable key charge is used for administrative and rekey work done to restore security due to irretrievable keys. In the event rekeying is not required because key loss falls below established criteria, the irretrievable key charge will be held to off-set rekey costs in the future. The irretrievable key charge is $35.00 per key for all keys below the departmental master level. The irretrievable key charge for keys at the departmental master level and higher will be assessed at the actual cost to rekey. The work required to restore security due to irretrievable keys will be determined by the responsible agent identified as follows:
Criteria for rekey used as a guide for all campus buildings:
An assessment of security concerns will be made when the Lock Shop has identified irretrievable keys. Because of security concerns, work done to restore security may be done before irretrievable key notification has been sent to the department. The authorizing agent has five working days from the date of receiving the irretrievable key report to indicate financial responsibility i.e., charge the individual through FRS/SIS system or charge the department. Failure to return the report to the Lock Shop may result in automatic irretrievable key charge assessed to the department. Departments and/or individuals that wish to contest any charge or action may schedule to meet the Key System Advisory Group. Please contact The Key System Advisory Group Secretary to schedule a meeting. Duplication and Transferring of KeysDuplication or unauthorized use of University keys is illegal. Use of such keys may be considered burglary and/or trespass under RCW 9A.52.030 and/or 9A.52.080. 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. Departmental KeyDepartments may obtain keys for use by that department. 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. Departments are required to maintain an accurate log of all key checkouts. Padlocks and Safe CombinationsPadlocks 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. The Lock Shop maintains control over all safe combinations. Key System Advisory GroupThe Key System Advisory Group reports to the Assistant Vice President for Facilities Management. It meets quarterly and as needed to review irretrievable key actions; Lock Shop policies and procedures; and review the CWU Key Policy. The Key System Advisory Group meetings are open to the campus community. The current Key System Advisory Group consists of:
Responsibility for Keys:Access to University buildings is controlled by keyed locking systems to main building entrances. Lock system combinations are controlled by the Facilities Management Lock Shop and are keyed as required for the convenience of the using department and prudent combination practice. The Facilities Management Lock Shop maintains a record of all keys issued. Keys are issued to individuals upon authorization of department chair and administrative heads who are responsible for their proper use and timely return. Financial Responsibility for Irretrievable Keys:The cost of re-combination due to loss of keys shall be born by the department authorizing the issuance of said key(s). Individual departments may pass all or part of these costs on to individuals who have lost keys. Determination of the need for re-combination shall be made by the Assistant Vice President for Facilities Management in consultation with the CWU Key System Advisory Group. Authorizing Keys:The number of keys authorized should be kept to a minimum so access to buildings and rooms is limited to those who have valid reasons or needs for using them. Only department chairs and administrative heads may authorize the issuance of keys for individuals within their respective operations. Key issues must be authorized for:
Only Deans, Vice Presidents, the Director of Auxiliary Services and the Assistant Vice President for Facilities Management may authorize the issuance of building masters for their respective operational areas. Persons Authorized to Have Keys:All University full or part-time faculty, staff and administrators are authorized to have keys. The actual need for keys is determined by the department chair and administrative heads. The need for students to have keys is determined and authorized by department chair and administrative heads. Students will not be issued master or sub-master keys on a permanent basis, but will be allowed to check out such keys on an eight hour or less basis as required by their employment. A log of check outs will be maintained by the department. The administrative head authorizing key issues to contractors, vendors and/or service agents will also be responsible for the return of the keys to the Lock Shop as scheduled or to pay the cost of recombinating work necessary to retain building security and function as determined by the Assistant Vice President for Facilities Management. Issuance of Building Master and Sub-master Keys:The purpose of establishing a Master Key system is to give full access in a building to ONLY those having a clearly defined need. It is not for convenience. Only in extreme circumstances of clearly demonstrated need will locks be keyed separate from the master key system established for a building. Issuance of area master keys will be limited to individuals who have a demonstrated need for access to several buildings and will be controlled through a check in system approved by the Assistant Vice President for Facilities Management. Issuance of these keys in the academic and administrative areas will be by authorization of the Director only. Building Master keys will be limited to the minimum number possible based on clearly defined need. Normally this will mean two or three for each building. Requests for more than three building master keys will be reviewed by the CWU Key System Advisory Group. Sub-master keys may be used for buildings where more than one department occupies space. Issuance of sub-masters shall be limited to full time faculty and staff with a clearly defined need. Holders of more than one master key should not affix all master keys to one ring. Padlocks and Safe Combinations:Padlocks keyed to building systems will be monitored by the Facilities Management Lock Shop. Departmental padlocks will not be monitored by Lock Shop personnel, tracking will be the department's responsibility. The Lock Shop maintains control over all safe combinations. A key card with proper authorization will be required for all new combinations. Keybox Regulations:Some departments have installed locking key boxes for departmental keys. Departments possessing a minimal number of keys may secure their keys in a locked desk or filing cabinet. All departmental keys must be locked up and controlled access is required. Departments are responsible for keeping an accurate check-out log of all keys issued to their keybox. Building master and sub-master keys may be checked out to students on an eight hour or less basis as required by their employment. A log of check outs must be maintained by the department. Audits of key boxes will be conducted on a regular basis to ensure keys are being controlled properly. If a department compromises the security of University facilities, appropriate actions will be recommended by the Lock Shop to correct the situation and review will be made by the Campus Key System Advisory Group to initiate action per review criteria. How to Obtain Keys:Keys will be issued at the Lock Shop in the Jongeward Plant Services Building upon presentation of a properly completed and signed key authorization form. Identification will be required. Additional keys will not be added at a later date to existing key authorization forms. New key authorization forms are required for additional keys with current signatures for keys authorized. Control of Key and Locking System:The department chairs and administrative heads are responsible for key authorization and control in their respective area. Duplication: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 Transferring University keys between individuals is prohibited. Loaning of keys for access to University facilities is prohibited. Individuals who loan their keys will be held responsible should they be improperly used. Return of Keys:Department chair and administrative heads shall require faculty, full and part-time administrators, staff and students terminating employment and/or enrollment with the University or transferring to another department on campus, to return their keys to the Lock Shop. The department responsible for the issuance of keys may be billed the actual cost of recombinating work necessary to restore security as a result of keys not returned. The work required to restore security will be determined for state funded facilities by the Assistant Vice President for Facilities Management, for Auxiliary Service facilities by the Director of Auxiliary Services and for the Samuelson Union Building by the Director of the Samuelson Union Building. Responsible department chairs or administrative heads will be informed of the estimated cost prior to the rekeying process. Caution: Key holders should return keys to the Lock Shop to insure proper credit. Receipts for returned keys will be issued. Failure to return keys to the Lock Shop may result in the withholding of salary/wages, transcripts, registration and/or graduation. Missing and Found Keys:The loss or disappearance of University keys must be reported immediately using the following procedure:
Procedure for Reporting Lost Keys:Report a lost or stolen key by contacting the Lock Shop. An irretrievable key form will be filled out by the Lock Shop and sent to the department chair for his/her signature. The irretrievable key form must be signed and returned to the Lock Shop before another key will be issued. If access to an area is required before a replacement key is issued you may request entrance from Public Safety and Police Services or Facilities Management Custodial Department. An irretrievable key charge will be entered on a Student's SIS account for delinquent and or irretrievable keys. This charge is $50.00 for the first key and $15.00 for each addition key. Rekeying Guidelines:When the irretrievable key form is returned to the Lock Shop, a rekey check list will be initiated and the Key System Advisory Group will meet to determine if rekeying is necessary. If rekeying is deemed necessary, the department involved will be notified of the approximate amount to be charged to their department prior to the rekeying. The listed percentages/number of keys identified as irretrievable shall be used as a guide by the Key System Advisory Group to initiate rekeying CWU campus facilities or spaces. The percentages shown represent the percentage of the total number of keys listed for a particular lock, space or, in the case of entrance keys, for the building. This listing is intended as a guide and does not restrict the Key System Advisory Group from initiating rekeying procedures at its discretion. Type of Key - Review Level
Note: This guide does not apply to facilities under the direction of CWU Auxiliary Services. Key System Advisory Group:The Key System Advisory Group headed by the Assistant Vice President for Facilities Management, meets as necessary to review irretrievable key forms, decide what spaces need to be rekeyed, review Lock Shop policies, revise Lock Shop procedure as necessary and review the Key Policy. Campus Key System Advisory Group meetings are open to Faculty and Staff. The current Key System Advisory Group consists of:
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Contact Information
Facilities Management 400 E. University Way Ellensburg, WA 98926 (509) 963-3000 email: winegarm@cwu.edu |
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