| Request Process |
- Fill out and print request using the links listed above
- Obtain proper signatures
- Forward to University Police Department
- University Police Department reviews and approves the request
- Request is forwarded to Facilities Services
- The locksmith cuts the necessary keys and brings them to University Police Department
- University Police Department will call the extension listed on the request when the keys are ready to be picked up
- Only the individual whose name is listed on the request may pick up keys and photo ID is required
- Keys not picked up after 30 days are returned to the locksmith
- If keys are returned to the locksmith and are still needed, a new request must be submitted
Once University Police Department receives a key request, it takes about a week before they are ready. We highly encourage departments to submit Key Requests for new employees prior to the start date of employment. You may fax a key request to University Police Department, ext. 3104 |
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| Key Transfers |
| You may transfer keys from one employee to another by using the regular Employee Key Request form. The name at the top of the form should be the new person taking possession of the keys. List the person giving up the keys where it says, “Transferred From”. We highly encourage Key Transfer Requests be submitted at the time of or prior to the transfer of keys in order to maintain accurate key records. Transfers between students are not permitted. |
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Student Hold Policy to previous page |
| At the end of each semester, holds will be placed on student records for any assigned keys that are not returned. If a student will be returning the following semester to work in the same department, written permission to retain their keys must be submitted from the department chair or unit manager. If a hold is placed, it will be removed once we receive the keys or written permission to retain them. The hold, which will not allow students to register or access other important information, will remain on their record as long as they possess university keys that have not been returned. If you have any questions regarding this policy, please contact our office at 667-3114. |
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| Number System |
University Police Department has developed a system for tracking keys. If a key(s) is found, please return it to University Police Department. University Police Department will notify the person to whom the key has been issued.
Keys are issued to the person specifically approved. If you have inappropriately given your key to another person, UPD can identify your key and trace it to the person for whom it was originally approved. This may result in loss of key privileges. |
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| Lost, Stolen or Damaged Keys |
In order to insure that appropriate security measures are initiated, lost or stolen keys must be reported to UPD as soon as the discovery is made. To report a lost or stolen key(s) a key request must be submitted, indicating if key replacement is required.
Broken or bent keys will be handled with a standard key request. Check the appropriate box on the Key Request Form indicating a replacement for a damaged key is needed. The broken or bent key(s) must be attached to the key request. |
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| Returning University Keys |
All keys are to be returned to UPD when an individual no longer needs the issued key(s), transfers to another department, or terminates employment.
The loaning of keys is not permitted. The transfer of keys is also not permitted without a proper key request transfer. Any person determined to loan a key(s) and/or being in possession of an unauthorized key(s), will be referred to UPD.
When a key is returned, our key records will be updated.
Faculty and Staff separating for the summer are required to return their key(s) unless written permission from their department is submitted to UPD.
All students are required to return keys at the end of each semester. See the Student Hold Policy section above.
Periodic auditing of issued keys may be requested. |
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| Help Maintain Campus Security |
In order to prevent unauthorized entry, be sure outside doors to buildings latch behind you when exiting at the end of each work day.
Lock your office or department each time it is vacant. This is the most common point of unauthorized entry.
Do not loan out keys at anytime to anyone.
Request keys based only on need in order to avoid over issuance. |
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||||||| Updated: 7/28/09
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