FI0001-S - Keys - UT System Policies

UT Southern:

FI0001-S – Keys

Version 1

Publication Date: 08/13/2024

PURPOSE
This procedure will detail issuance and use of keys for the campus.
ISSUANCE AND USE OF KEYS
1. Keys to outside entrances and inner doors of the University buildings and facilities will be issued to authorized personnel. Personnel authorized to receive keys will be UT Southern employees; however, students may be issued keys on a temporary basis when departmental written requests have been submitted and approved.
2. Departments must request key(s) using the KEY REQUEST FORM, which must be approved by the Supervisor, Facilities Manager, and Safety & Security.
3. Keys will not be issued unless all signatures are present.
4. Issued keys will be signed for by the employee or student who upon receipt will acknowledge the following agreement:
  1. They will not allow anyone else to use their keys
  2. They will not allow or duplicate any University provided keys
  3. They will secure all doors when entering or leaving locked premises
  4. They assume responsibility for the conduct of any and all persons they admit into locked areas
  5. They will notify Safety & Security and the Facilities Manager if keys are lost or stolen through the LOST KEY REPORT
  6. They will return all keys issued prior to departure from the University or after any internal reassignment or move which changes their need for access
  7. Failure to return all keys prior to departure could result in the employee’s final payroll check to be withheld
ACCOUNTABILITY AND RESPONSIBILITY FOR KEYS
1. Responsibility for keys is shared jointly between the individual, Department Head, and Safety & Security. The safe return of keys when required, including at the end of employment, primarily rests with the individual and their supervisor. Therefore, individuals should not exchange with, borrow from, or loan out keys to anyone for any reason. The Department Head must also assist in proper accountability for issued keys. Safety & Security and Human Resources will assist in the record keeping for individual keys that are issued and returned.
2. Master Keys
  1. Master Keys are not to be issued to individual employees outside of Safety & Security unless approved by the Vice Chancellor for Finance and Administration, the Chancellor, or their designee
3. If a key is lost, notification will be made immediately to Safety & Security and the Facilities Manager through the LOST KEY REPORT. A replacement key will not be issued until a completed report is made.
  1. Safety & Security and the Facilities Manager will review the form and based on the lost or missing keys, determine which doors need re- keyed.
    1. The expense of re-keying will be charged to the Department.
KEY RETURN
1. As part of the employee check-out procedure, any UT Southern issued keys must be returned to the university.
2. Keys should be collected and documented through the KEY RETURN FORM
3. Safety & Security, the Facilities Manager, and HR will coordinate to ensure that all issued keys are returned.
4. If an employee does not initial return their keys, HR will attempt to coordinate return, and if unsuccessful, the employees last payroll check may be withheld, or funds deducted to pay for any necessary re-keying.