UNIVERSITY OF WISCONSIN River Falls

Building Access (AP-04-101)

UW-River Falls Administrative Policy
Policy ID: AP-04-101
Effective: November 2, 1998
Revision: October 13, 2014
Review: 1 year

Building Access

Maintained by: Facilities Management
Approved by: Chancellor
Next Review Date: November 2015


Printable PDF versiondocument

Policy

Building access will be issued only to authorized persons.

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

Faculty/staff will be issued access only to those areas for which they are administratively responsible and/or regularly assigned.   

Emeriti may be granted access with Dean's and the Director of Facilities Management approval.   

Persons other than University faculty/staff (students, contractors, etc.) may be issued keys or given electronic access 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 and will be held in key traps or lock boxes. Master Keys 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 access 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 access.   

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

On an individual's departure, it is the approving department's responsibility to ensure the return of all keys to Facilities Management and/or notify the Carding Office to terminate electronic access.  The department will be responsible for any necessary rekey charges due to missing keys (example of estimated costs:  room rekeys $50, KFA Building Master $25,000).   

Residence Life has responsibility for issuing and controlling all keys and electronic access for the residence halls.

Procedure

All keys and electronic access for General Program Revenue buildings will be issued through Facilities Management In coordination with the Division of Technology Services (DoTS).  All records of keys issued will be maintained by the Facilities Management 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 Facilities Management 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 Human Resource Office upon employment termination.  It is the responsibility of the approving department to ensure return of these keys and to notify DoTS of the termination of card access.     

Entry door keys or electronic access will only be granted if there is a regular need to be in the building outside the buildings hours.  Approval from the Dean/Director and the Director of Facilities Management is required.  No entry key will be issued to students.   

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: proper authority for the area (e.g. Department Chair, Dean,Director, Supervisor).
* Step 3: Return the Key Request Form to the Facilities Management Key Coordinator.
* Step 4: Individuals will be notified by email when their key is ready to be picked up. Office hours are 7:00 a.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: office personnel, student help, etc. cannot sign for or pick up faculty keys. 

Lost or stolen keys must be reported to University Police, where a Lost University 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/PR area, card access or the key will be issued to the student. A key will not be issued in an instructor's name if the 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.  The department assumes full responsibility for return of the key at the end of the student's employment period (end of the semester/school year).  The department assumes 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 department chair may request a key or set of keys, the use of which will be controlled by the department chair or their designee.  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.   

Persons transferring to another department or area within the University are required to return to the Facilities Management 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.

Authority

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

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.

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 18.08(6):
    "(a) No person may ignore, bypass, circumvent, damage, interfere with, or attempt to deceive by fraudulent means, any university authorized security measure or monitoring device, whether temporary or permanent, that is intended to prevent or limit access to, or enhance the security of, university lands, events, facilities or portions thereof.
    (b) No person may duplicate, falsify or fraudulently obtain a university key or access control device, or make any unauthorized attempt to accomplish the same.
    (c) No person who is authorized to possess a university key or access control device may transfer a university key or access control device to an unauthorized person, nor may any unauthorized person be in possession of a university key or access control device. 
    (d) Any university key or access control device in the possession of an unauthorized person may be confiscated by any authorized university official."
  • 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.htmlink
  • Past Practice - Facilities Management has controlled the issuance of building keys.

Contact

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