Vice Chancellor for Administration and Finance Home

Administrative Policies

AP 1 State Telephone System and Cellular Telephone Sets

AP 2 Telecommunications Equipment (Voice)

AP 3 Smoking

AP 4 Safety and Health

AP 5 Risk Management Policy

AP 6 Parking Regulations

AP 7 Sign Posting Policy

AP 8 Chargeback of Physical Plant Services

AP 10 Building Keys

AP 11 Fleet Vehicles

AP 12 Records Hold Policy

AP 13 Dispensing of Hearing Aids

AP 14 Policy on Business Activities

AP 15 Dangerous Weapons on Campus

AP 16 Collection of Indirect (Overhead) Costs

AP 17 Distribution of Indirect (Overhead) Costs

AP 18 Seat Belt Use

AP 19 Use of University Facilities

AP 20 Athletic Camps and Clinics

AP 21 University-Foundation Relationships

AP 22 Employee Accident/Injury Procedures

AP 23 Naming of Rooms and Buildings on Campus

AP 24 Postal Policy

AP 25 Requirement for a Mandatory Residential Dining Plan

AP 26 Requirement for Mandatory Housing

AP 27 Records Management Program

AP 29 Bad Check Policy

AP 30 In-Line Skates and Skateboarding

AP 31 Computer Software Use

AP 32 Inclement Weather Practice

AP 33 International Student Tuition Remission Policy

AP 36 Information Security

AP 37 Conflict of Interest/Financial Disclosure Policy

AP 38 Health Insurance Requirement for International Students

AP 39 Reuse Policy for Replaced Computers

AP 40 Alcohol Beverages on Campus

AP 41 Computer Replacement Policy

AP 42 Outreach Residual Funds

AP 43 Summer Session and J-Term

AP 44 Use of Copyrighted Material

AP 45 Shared Radio Spectrum Management and Coordination

AP 46 Emeriti Status for Unclassified Staff (Faculty/Academic Staff)

AP 47 Honored Retiree Status for Classified Employees

AP 48 Application for Immigrant Visas

AP 49 Determination of Outreach Course

AP 50 Cellular Telephone Policy

AP 52 Access, Use, and Retention of Social Security Numbers

AP 53 Full-time Status with a Reduced Course Load

AP 54 Advertising, Sponsorship, and Promotion of Alcohol and/or Tobacco Products on Campus

 

University of Wisconsin-River Falls Administrative Policy Paper
Number: AP 10 Revised
Date Issued: November 2, 1998
Subject: Building Keys

1.0 POLICY/PURPOSE:

1.1 Building keys will be issued only to authorized persons.
1.2 Key issuance will be kept to an absolute minimum and other means of access (custodians, security officers, etc.) should be utilized where isolated or infrequent access is required.
1.3 Individuals will be issued keys only to those areas for which they are administratively responsible and/or regularly assigned.
1.4 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 his designee.
1.5 Issuance of master keys is restricted. They are issued only by the Director of Facilities Management or his 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.
1.6 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.
1.7 All requests for keys must be submitted on an official Key Request Form. A record will be kept of all keys issued.
1.8 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.
1.9 Residential Services has responsibility for issuing and controlling all keys for the residence halls.

2.0 OVERVIEW/BACKGROUND:

2.1 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."

2.2 System Policies -
Financial Policy and Procedure Paper No. 25, "Chargeback of Physical Plant Services."
2.3 Past Practice -
In the past, Facilities Management has controlled the issuance of building keys.

3.0 UNIVERSITY RESPONSIBILITIES:

Director of Facilities Management
Building Key Coordinator

4.0 DEPARTMENT/UNIT RESPONSIBILITIES:

Department Chair/Director

5.0 PROCEDURE:

5.1 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.
5.2 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.
5.3 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 his designee. University release forms will be distributed by the Personnel Office upon employment termination.
5.4 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 UW-RF faculty and staff.
5.5 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.
5.6 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.

5.7 Lost or stolen keys must be reported to the Public Safety Office, where a Lost/Stolen Key Form must be completed and signed. Replacement keys will not be issued until that form is on file with Public Safety. A copy should be attached to the request for replacement keys.
5.8 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.
5.9 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.
5.10 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.
5.11 Exceptions will be handled on an individual basis and must be approved by the Director of Facilities Management.

 

 

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