Key Policy

Policy Number: #400

Responsible Executive(s):

  • Vice President and CFO

Responsible Office(s):

  • Physical Plant, Auxiliary and Business Services

Date Adopted: 05-01-2014

Date Revised: 08-31-2023

A. Purpose

The purpose of this policy is to assure security of all facility access Keys and Electronic Cards are not compromised and to make sure those who are assigned keys and cards properly manage the assigned responsibility. The implementation lowers the risk of facility integrity.

B. Scope

This Policy covers the access of all facilities at the Northwest Campus and Satellite sites. Responsibility to assure compliance for authorized access and management is the ultimate responsibility of the Senior Vice President and CFO of the University and is delegated to the AVP of Physical Plant to assure proper implementation.

C. The Policy

General Policy

  1. It is the policy of the University that, other than during normal working hours, all buildings shall be locked in order to maintain the safety of both the buildings and their contents.
  2. It is the responsibility of any department that regularly uses buildings beyond normal working hours to make appropriate arrangements with Campus Safety for building/room access.
  3. Regis employees may be issued keys or access cards, under extreme special conditions, to University buildings upon the recommendation of the department chair or administrative head and approval of the Senior Vice President/CFO. Student workers may be issued card access within departments with department head approval.
    1. Access will be issued on Regis ID cards (or keys if no card reader has been installed) to employees for entry to specific rooms in buildings by the Physical Plant upon request from the appropriate department head.
    2. An authorized individual entering or leaving a locked building or room shall not permit any individual to enter who would not normally be permitted to enter the building during the hours it is locked. An authorized individual may have guests so long as the guests stay in the proximity of the faculty or staff member having the assigned key and the authorized individual assumes full responsibility for their presence.
    3. An individual entering or leaving a locked building shall be responsible for securing the door and may be held responsible for any loss or damage to University property resulting from failure to do so. It is recommended when entering or leaving a locked building, the individual contact Campus Safety (x4122) and inform them.
  1. Identification and keys or access cards must be presented at the request of any Campus Safety officer in the performance of his/her duty.
  1. The types and numbers of keys or access cards issued will be limited to the minimum required by work assignments as determined by the department chair/administrative head and department of Physical Plant.
  2. In no case is a key or access card to be transferred from one individual to another or to be obtained from any source other than the University as defined in Paragraph A.3. Any community member who transfers a key or access card to an unauthorized individual may be subject to disciplinary action and may be held liable for building or property compromise resulting from the transfer.
  3. University issued keys shall never be duplicated. Students, faculty, or staff members who duplicate keys may be subject to disciplinary action.
  4. The cost of purchasing access cards shall be borne by the requesting department. Access cards will be generated by the Physical Plant. The requesting department shall provide an email confirmation of approval and a budget number for purchase of the cards as requested on the request form.
  5. Keys and Access Cards for Students:
    1. Key or access cards for occupants of residence halls are issued through the Auxiliary Services Office.

    2. Keys for student employees are issued through the appropriate department supervisor.  The supervisor shall be issued keys in accordance with procedures stated in this policy.

    3. Keys for student workers and volunteers who are otherwise not employed by the University are issued through the employee serving as that individual’s supervisor or club/organization advisor.  Key access to club space must be approved by the Director of Student Activities. 

    4. Access issuance is managed by individual departments with the approval of the Physical Plant.

  6. Key requests for new employees may be submitted prior to the arrival of the employee. However, the employee must pick up and sign for the key or card access per B.2(a).
  7. Keys or access cards for the Northwest Campus facilities are issued or approved by the Physical Plant in accordance with Paragraph A.3 (above.)
  8. A department needing card access must supply the names of individuals and their ID cards at semester or when changes are made.
  9. The Associate Vice President for Physical Plant or designee is responsible for the implementation of regulations and procedures necessary for the assignment and control of keys to University campuses other than the Northwest Campus. All such regulations and procedures are subject to the review by Campus Safety and Physical Plant. Leased and shared spaces at satellite campuses shall also have a policy that is in agreement with the lessor.
  10. Special assignment of keys (such as long-term service contractors- food service, bookstore, etc.) may be authorized by the appropriate vice president of the department needing them.
  11. At the close of each University fiscal year, the Physical Plant will provide each department with an inventory list of individuals assigned keys or access cards to areas under its jurisdiction. Campus Safety will receive duplicates of each department’s key/access card inventory list. Each department must certify the accuracy of the inventory list. The department head or designee shall retrieve and return all keys and access cards as described in Section C.

Key Authorization Policy

  1. Key or access card issuance is authorized by the department chair or administrative head.
  2. The issuance of building master keys is authorized by the Senior Vice President/CFO or designee. The key(s) issued will be limited to those individuals designated as needing daily access, by virtue of job assignments, to most areas of the building.
  3. In lieu of a master key or sub-master key, two or more keys may be issued to those requiring access to several rooms throughout the entire building.

Procedure

Applications for keys and access cards are made on a Key Request Form which is available from the Physical Plant (See Attached Examples). Please be aware that there are 2 forms, a staff key request form and a student/adjunct faculty form.

  1. Key request forms must be typed or printed and must be submitted with the appropriate signatures to the Physical Plant (Please be aware that no typed/electronic signatures will be approved). Department heads or designees are responsible for retaining copies for their records. Form must include room numbers.
  2. Upon approval of the key or access card request, keys are to be cut or cards produced and ready for pick up after a minimum of ten (10) working days.
  3. Individuals requesting keys or access cards will personally pick up keys or cards at the Physical Plant reception desk, DeSmet Hall, Monday through Friday, 8:30 a.m. - 5:00 p.m.
  4. Key or access card recipients must sign their approved Key or Access Card Request form upon receipt of keys. Department heads or designees who request multiple access cards (e.g., for class members’ or student workers’ access to specific rooms) may submit a list of recipients with the original key Access Form and may sign for the group.
  5. Keys to cabinets, lockers, and drawers within buildings are not covered under provisions of this policy. The issuance, control, and recovery of these keys are the responsibility of the department head. A charge will be assessed for providing such keys, if requested, and can be accommodated by Physical Plant.

Return of Keys

All keys issued are the property of the University and shall be returned under the following conditions:

  1. Employees shall return keys and access cards to the appropriate department head or, with department head approval, to Human Resources along with a completed Key Return Form. Department heads or Human Resources are responsible for promptly returning keys and cards to the Physical Plant.
    1. Upon termination of employment.
    2. Upon the request of the department chair or administrative head.
    3. Upon being granted a leave of absence without pay for a period of thirty (30) or more calendar days. However, staff members granted such leaves may retain their keys if they are authorized to have access to buildings and/or offices during the leave.
  1. Employees shall return keys directly to Physical Plant along with a completed Key Return Form upon transfer to another department. Individuals transferring to another department or building may be issued new keys or access cards upon the recommendation of the new department chairperson or administrative head and approval as defined in Paragraph A.3. New keys or card access will not be issued until the old keys have been returned to the Physical Plant. Individuals relocating to remodeled or reorganized work space shall be issued new keys or access cards only upon return of old keys or cards to the department of Physical Plant.
  2. Students shall return keys or cards to the supervisor along with a completed Key Return Form.

    1. At the end of consecutive terms during which the student is employed or enrolled. Student keys shall always be returned by students who leave for the summer.
    2. Upon the request of the department chairperson, administrative head or Residence Life staff as appropriate.

Lost or Stolen Keys

Lost or stolen keys present an immediate security risk and must be immediately reported to the individual’s department head and to Campus Safety for completion of an incident report detailing the circumstances of the loss or theft and the time and location the key was lost or stolen. Campus Safety will notify the Physical Plant of the loss or theft via a copy of the incident report. After reviewing the incident report, the Associate Vice President of Physical Plant will determine in consultation with the Senior Vice President/CFO whether locks must be re-keyed for security reasons.

If it becomes necessary to replace one or more locks because of a lost or stolen key, the expense of keying will be the responsibility of the department originally authorizing the key. Individuals losing the keys may be liable for the loss if determined to be negligent.

A replacement for a worn or broken key will be provided by exchange for the defective key.

Key Return Form