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Policy

Building keys will be issued only to authorized persons.

Key issuance will be kept to an absolute minimum and other means of access (custodians, security/police officers, etc.) should be utilized where isolated or infrequent access is required.

Individuals will be issued keys only to those areas for which they are administratively responsible and/or regularly assigned.

Persons other than University faculty/staff (students, contractors, etc.) may be issued keys on a temporary basis with the proper authority for the area and the approval of the Director of Facilities Management or their designee.

Issuance of master keys is restricted. They are issued only by the Director of Facilities Management or their designee. They are issued to those persons whose job duties require them to have access to multiple areas on a regular basis such as maintenance and security personnel.

Persons requesting a key for an area outside his/her department or in another building must obtain the approval of the person in charge of the area for which he/she is requesting a key.

All requests for keys must be submitted on an official Key Request Form. A record will be kept of all keys issued.

Except for an initial supply of keys when a building is first erected, the department requesting the keys will be charged for all key cutting and rekeying of functionally sound locks.

Residential Services has responsibility for issuing and controlling all keys for the residence halls.

Authority

The UW-River Falls Chancellor issues this policy in accordance with the Administrative Policy process.
The VCAF is responsible for the administration of this policy. Request an exception to this policy by writing to administrative-policy@uwrf.edu.

Sanctions and Appeals Process

Failure to adhere to the provisions of this policy may result in appropriate disciplinary action as provided under existing procedures applicable to students, faculty, and staff, and/or civil or criminal prosecution.

Procedure

All keys for General Program Revenue buildings will be issued through Facilities Management. All records of keys issued will be maintained by the Building Key Coordinator who is located in the Maintenance/Stores Building.

Individuals are responsible for those keys until such time as they are returned to the Building Key Coordinator and the assignment of those keys is removed from the individual's record.
Persons leaving the University are required to return all university keys to Facilities Management prior to leaving campus and have their release form signed by the Director of Facilities

Management or their designee. University release forms will be distributed by the Personnel Office upon employment termination.

Major buildings will have one or possibly two outside faculty after-hours entrances. Keys will be issued for those entrance doors only and only to UWRF faculty and staff.

No one will be issued multiple duplicate keys for a building or area within a building without prior approval of the Director of Facilities Management.

Key Issuance Procedure:

• Step 1: Complete an official Key Request Form
  
• Step 2: Have this form approved by:
  Faculty - Departmental Chairperson's Signature
  Classified - Supervisor's Signature
  
• Step 3: Return the Key Request Form to the Building Key Coordinator
  
• Step 4: Individuals will be notified by telephone when their key is ready to be picked up.
  Office hours are 7:00 a.m. to 12:00 Noon and 12:30 p.m. to 3:30 p.m. Monday through Friday.
  
• Step 5: Keys must be signed for and will be issued only to the person whose name appears on the Key Request Form as the person requesting the key.
  Example: secretaries, student help, etc. cannot sign for or pick up faculty keys.

Lost or stolen keys must be reported to University Police, where a Lost/Stolen Key Form must be completed and signed. Replacement keys will not be issued until that form is on file with University Police. A copy should be attached to the request for replacement keys.

In those circumstances where a student needs access to a GPR area or building, the key will be issued to the student. A key will not be issued in an instructor's name if they key will be used by a student. If a student fails to return the key issued to him/her, a hold may be placed on the student's academic records until the key is returned.

A department may request a key or set of keys, the use of which will be controlled by the department. In such cases, the department assumes full responsibility for the security of the room, area, or building and agrees to pay for any and all costs involved in rekeying the room, area, or building should that be necessary. A letter indicating agreement to assume all costs must be on file with the Building Key Coordinator.

Persons transferring to another department or area within the University are required to return to the Building Key Coordinator all keys which have been issued to them for the department/area they are leaving. (Such keys should not be turned over to the employee's replacement or to the department head.) Keys for the new area should be requested on a Key Request Form.

Exceptions will be handled on an individual basis and must be approved by the Director of Facilities Management.

University Responsibilities

Director of Facilities Management
Facilities Management Key Coordinator
Facilities Management Locksmith

Department/Unit Responsibilities

Department Chair/Director

Related Documents

• Statutes - Wisconsin Administrative Code Section UWS 18.06 (12):
  "Keys. (a) No person may duplicate a University key or request the unauthorized duplication of a University key. (b) No person may transfer any University key from an individual entrusted with its possession to an unauthorized person or be in unauthorized possession of a University key. (c) Keys in the possession of unauthorized persons may be confiscated."
  
• Wisconsin Administrative Code UWS 18.07:
  "Unless otherwise specified, the penalty for violation of any of the rules in Section 18.06 shall be a fine of not more than $500.00 or imprisonment of not more than 90 days, or both, as provided in Section 36.11(1) (a), Wis. Stats., 1973."
  
• System Policies - Financial Policy and Procedure Paper No. 25, "Chargeback of Physical Plant Services." http://www.wisconsin.edu/fadmin/fppp/fppp25.htm
  
• Past Practice - Facilities Management has controlled the issuance of building keys.

Contact

Please direct questions about this policy to administrative-policy@uwrf.edu.