Key And Lock Control
The control, accountability, and maintenance of keys and locks are a critical security issue within the University Campus. These guidelines provide the regulations and procedures necessary to establish and maintain a safe and secure campus for all University personnel through the installation and updating of locking devices, key authorization and distribution, key and lock record keeping, and key return.
The security of people, possessions, property and facilities are of the utmost importance within the University. In an effort to assist with providing secure facilities, it is imperative that we are able to identify who has authorized key access to University buildings. Therefore, the following guidelines apply.
- Public Safety and Facilities Management personnel must have access to all University property.
- No person is permitted to duplicate any University key except through the Facilities Management Department.
- The Facilities Management Locksmith must be used for all University key and lock requests. All subcontracting of locksmith work is under the control of Facilities Management.
- To provide proper security, no one shall have more than one key for the same room/ workspace issued to them. Department heads, based upon specific needs and requirements can be authorized individuals. Therefore, each individual is accountable for the keys issued to them – as described under “Accountability”.
- Personnel are required to report all lost, stolen, or damaged keys to the Facilities Management Department and Public Safety immediately.
- Facilities Management will be responsible for the determination of the level of keys to be issued to all personnel with the approval of the Director of Public Safety and the Vice President of Management and Business.
- The request for keys for all campus buildings (excluding Living / Learning Centers) and the Computerized Key Control Guideline System is under the jurisdiction of the Facilities Management Department.
Accountability
Return of Keys
Personnel are responsible for the return of their keys upon transfer, termination, change in position, or any other reason. Keys may not be passed on to replacement personnel.
Lost Keys
Lost keys must be reported, immediately, to the Department Head, who in turn must notify Public Safety and the Facilities Management Department.
Found Keys
Found keys must be returned to Public Safety or the Facilities Management Department. Facilities Management will not disclose information to individual personnel who find keys and want to know who they belong to.
Broken Keys
Broken or damaged keys should be returned to the Facilities Management Department. Facilities Management will then either fix or replace the key at no charge as long as key was not intentionally broken.
Temporary Keys
Provisions will be made for temporary issue of keys to contractors through the responsible Facilities Management Supervisor. Keys need to be returned upon completion of the project.
Key Issuance Reports
Key reports will be supplied to department managers at a minimum of once a year, and it will be their responsibility to update and return such records to the Key Control Department in Facilities Management. If these reports are not returned, Facilities Management will assume that everything is the same.
Key Issuance, Lock Changes, and Duplicate Keys
Keys are assigned and distributed to employees so that they can perform their work in an efficient manner. The use of these keys is governed by these guidelines and by legal and ethical practices. Keys are issued to employees in the following manner:
A work order must be entered with the following information:
- The name in which the key will be issued
- The number of keys to be issued
- The building and room number for which the key is to be provided
- The number(s) on the key, if available
- Person to notify, including, phone number or e-mail, for when the key(s) are ready for pick up at the Bushinski Building, 1204 5th Avenue (Facilities Management Department)
Authorized Signatures
Only the Department Head may authorize key issuances.
- There should only be one person per requisition. If you are ordering several keys for multiple people, there should only be one person per work request specifying which keys are to be provided.
- No one should have more than one key for the same room unless exceptions are made based upon specific departmental needs and circumstances.
- If ordering a key for students or adjunct faculty, Facilities Management must have the names. Those keys cannot be issued to the professor or department head for downward distribution. If the names are not known, the keys cannot be issued. Passing on of keys should be discouraged to the fullest extent possible.
- Facilities Management will not issue multiple keys to the same room to departments who want to have extra keys on hand in case someone loses or forgets their keys. It is everyone’s responsibility to remember and keep track of his or her keys.
Submitting Work Requests to Facilities Management
A work order is reviewed by Facilities Management Key Administrator
- A department who issues an incomplete work request for a key will be asked to make corrections or to resubmit a new work request.
- Any request for exterior door keys, grand master keys, and floor master keys on floors that have more than one department, must be approved by the other department(s) on the floor, Facilities Management, the Director of Public Safety, and the Vice President of Management and Business or their designee before they are issued.
- Work request is then forwarded to the appropriate Supervisor and issued to the Locksmith.
Department ordering keys will be notified by telephone or e-mail when the keys are ready to be picked up
- Keys can be picked up at the Facilities Management Department, located at 1204 Fifth Avenue (Bushinski Building).
- Keys will be held at the Facilities Management Department for 10 work days from the time the requesting department is notified that they are available for pick-up.
- If keys are not picked up after 10 work days, they will be returned to stock, and a new work request will need to be submitted for the keys.
- A signature is required at the time the key is picked up.
Lock Changes
- No locks should be removed from the Master Key System unless approved by Facilities Management.
- In the case of lost or stolen keys, Facilities Management recommends a lock change be done to the room or rooms for security reasons.
- After a lock change has been done, old keys must be returned to Facilities Management within 30 days. After 30 days, those keys will be removed the system.
Key and Lock Charges
Key and lock charges are billed to your departmental account at $25.00 per lock for lock changes. One key will be issued to the department at no charge with exchange.
Temporary keys For construction use will be controlled strictly by Duquesne University Project Managers. The security deposit for keys will be tied directly to contractor's final payment.